THE UNIVERSITY OF KANSAS
Lawrence

Office of
The Chancellor July 1, 1938

TO HEADS OF DEPARTMENTS:

Your attention is called to the application of Senate Bill, No. 86,
Chapter 71, Special Session, 1938, which requires that all purchases shall
” ——e immediately to the proper appropriation.

iotine under the bill,. the State Board is rescinding, as of July l,
the minutes of January 7, 192k, which authorized institutions to make minor
purchases not to exceed $25. This means that hereafter no one will be able
to make a purchase of any kind, or for any amount, without advance authori-
gation. In addition, overdvad’ in maintenance allotments is not to be per=
mitted. In_ the ‘event of an emergency or unusual ar eer Es however, appeal
may be made to the Budget Committee.

The State officials do ant intend that the new law hinder the work of
the institutions in any way. Accordingly, they have worked out a. procedure
which is relatively simple and designed to minimize, as far as possible,
inconvenience to purchasing officers. Under this procedure, the department
head will send to the University Business Office an.order for the- materials
desired, using a new form, the, Purchase Request. This Purchase Request,
ag approved by the Business Office, will be forwarded immediately to the ©
State Business Manager, at Topeka, who will award the contract. In case
it seems advantageous to,purchase the materials locally, or in case of real
emergency, the regulations provide that the Bursar may authorize purchases,
subject to confirmation by the Topeka office. In. either case, however, the
Funshaae Request must be submitted to the Bursar.

“In order to avoid ianoniunhatialie and interruptions of work, depart-
ments will find it advisable to anticipate their needs as far in advance
as possible. Until the law has been in operation for several months it is
expected that minor problems will arise, in a case the departmental
purchasing officer should consult with the Bursa Experience with the
law may indicate that modifications in the nn are advisable or
necessary. Your full cooperation during the next few months will be very
helpful to the Bursar and the State officials in making these adjustments.

Cordially yours,

E. H. LINDLEY,
Chancellor