THE UNIVERSITY OF KANSAS
Lawrence

 

BUSINESS OFFICE
Karl Klooz, Bursar June 13, 1944.

To Head of Department Addressed:

The State Business Manager is calling our attention to the
ever increasing number of emergency purchases made by the institutions
under encumbrances authorized by the State Business Manager.

The fact that emergency purchases are made by the institu-
tion under encumbrances authorized does not in any way relieve the re-
sponsible parties at the institution from following the procedure as
outlined in the General Statutes of Kansas for making purchases. This
requires that purchases shall be competitive.

I want to call your attention to the requirement of securing
approval from the Business Office before ordering in making an emergency
purchase. Whenever you make an emergency purchase, in order to meet
the General Statutes of Kansas requirement, you should secure if possi-
ble three written bids, or three telephone bids, to support your pur-
chase. If the purchase is non-competitive or there is only one source
of supply or personal selection has been made, please so indicate on
your purchase request.

Hereafter, it will be necessary that all emergency purchases
be covered by triplicate invoices; therefore, when making an emergency
purchase please request the firm or supplier to furnish invoice in
triplicate.

Just a word about purchases following regular routine.
Anticipate your needs from two to four weeks in advance and your emer-
gency purchases will be few. All purchase requests should be accompa-
nied by quotations from at least three sources. If you are able to
secure only one bid and wish the Business Manager to secure others,
attach three additional quotation sheets with items desired typed on
them. If you have only one quotation and it is non-competitive, or
personal selection has been made, please so indicate on your purchase
request.

These are difficult and trying times in making purchases
but I wish to thank you for your cooperation in making purchases that
are to the best interests of the University, and still meet the re-
quirements of the law.

Yours very

 

KK: IW