How Do I ...
Words and Terms to Know When Purchasing a Good or Service
Convenience Statewide ContractsState entities may, but are not required to, use a convenience statewide contract. They offer several benefits in terms of saving time and ensuring compliance with procurement rules, as pricing and contract terms have already been finalized, and are not limited by dollar amount.
Mandatory Statewide ContractsState entities are required to use mandatory statewide contracts, unless a written waiver is granted by the State Purchasing Division (SPD). Similar to Convenience Statewide Contracts, Mandatory Statewide Contracts are not limited by dollar amount.
Exempt PurchasesExempt Purchases are either exempt from the State Purchasing Act or represent goods for which SPD has waived the competitive bidding requirements. The fact that a purchase may be exempt is not a representation that the purchase may not need to be competitively bid.
Marketplace CatalogThis is a list of items that have been competitively bid by the State and are contractually sourced. These items appear on the GeorgiaFIRST Marketplace in ePro and are not limited by dollar amount.
Punch-Out SupplierThese are Suppliers on the GeorgiaFIRST Marketplace that allow the Requester to search and select products from that supplier’s web catalog (i.e., Dell’s Government Catalog) by navigating directly to the Punch-Out Supplier's website. The Requester then returns the items to the GeorgiaFIRST Marketplace shopping cart. Punch-Out catalogs still maintain items and pricing specific to the University System of Georgia.
Employee vs. Independent Contractor
Federal and state tax and labor laws require Kennesaw State University (KSU) to ensure that individuals who provide services are properly classified as an employee or an independent contractor. Proper classification of an individual will determine Kennesaw State University’s tax withholding and reporting obligations.
Individuals who perform services for KSU are presumed to be employees unless the relationship, supported by documentation, satisfies the Internal Revenue Service (IRS) and state law standards for an independent contractor status. Individuals who receive a Form W-2 from KSU should be paid as an employee for all services provided and typically should not also receive a Form 1099 from KSU. The Department of Human Resources will need to review all Independent Contractor Agreements to determine whether the person is a true Independent Contractor.
KSU’s Office of Procurement works collaboratively with the Office of Compliance, Division of Legal Affairs, and Department of Human Resources to determine the classification categories of payments to individuals.
Please see the University's Consulting Services Policy for more information.
Classification of an Employee
An employee is a person hired through Kennesaw State University’s Department of Human Resources and paid via Payroll. KSU controls and directs this person's activities, both in terms of what must be done and how it must be done. An employee may be classified as a permanent full-time employee, part-time employee or as a temporary employee. Generally, employees will always be paid through the payroll system even if the duties they perform are unrelated to their primary role.
Some Examples of Characteristics of an Employee
- Performs duties dictated or controlled by others
- Is given training for work to be done
- Teaches a course from which students may receive academic credit
- Performs trade type duties, e.g., clerical, janitorial, grounds keeping services, lab technicians.
Please note that when KSU engages a temporary agency to provide trade type services, the agency, and not the individual, will be considered an independent contractor.
Classification of an Independent Contractor
An independent contractor (also referred to as contractor, consultant, freelancer, etc.) may be an individual or sole proprietor that renders services to the general public. An independent contractor is responsible for the means and methods for completing a task based on specifications in a contract with KSU. An independent contractor generally has multiple clients, maintains a separate workplace, is not supervised or controlled by a KSU employee, and does not receive KSU benefits.
Examples of characteristics of an independent contractor:
- Operates under a business name
- May have his/her own employees
- Maintains a separate business bank account
- Advertises his/her business services
- Invoices for work completed
- Has own tools and sets own hours
- Keeps business records
What is the consequence of misclassification?
Misclassification of an individual as an independent contractor may have a number of costly legal and financial consequences for the University. Consequently, it is essential that proper characterization of an individual be determined before any agreements, contracts (oral or written) or payments are made. The fundamental difference between an employee and independent contractor from a tax point of view is that an employer withholds employment taxes, and pays FICA taxes on its employees.
If an independent contractor is discovered to meet the legal definition of an employee, the University may be liable for:
- Wages that should have been paid to them under the Fair Labor Standards Act, including overtime and minimum wage
- Back taxes and penalties for federal and state income taxes, Social Security, Medicare and unemployment
- Any misclassified injured employee's workers' compensation benefits
- Employee benefits, including holiday pay, health insurance, retirement, etc.
Classification of Non-US Tax Resident IndividualsIndividuals who are not U.S. citizens or permanent legal residents (green card holders) may be subject to a variety of restrictions on employment or independent contractor services. All non-employee service providers who perform a service on U.S. soil must initiate a GLACIER tax compliance record, including a review of immigration documentation, prior to initiation of a requisition, an invitation, a service agreement, or verbal commitment to make payment. Please contact firstname.lastname@example.org or email@example.com for additional guidance.
Kennesaw State University Policies
Purchasing Goods & Services
Generally, purchases up to $9,999.99 can be done by a college or department using the GeorgiaFIRST Marketplace or by submitting an ePro Special Request to obtain a purchase order for the item(s) needed.
Purchases for $10,000 up to $24,999.99 must be procured by securing competitive quotes from at least three (3) suppliers. Once you have the three quotes, submit an ePro Special Request so that the Office of Procurement can create a Purchase Order prior to ordering the good(s) from the selected supplier.
Purchases over $25,000 must be competitively bid if the purchases are non-exempt and do not already fall under an existing University (Agency) or Statewide Contract.
Goods or services may also be ordered utilizing University contracts that may have already been bid and awarded by the Office of Procurement for that particular category of items needed.
You may also use contracts that have been bid and awarded by Department of Administrative Services (DOAS) Statewide Contracts, many of which are listed on the GeorgiaFIRST Marketplace. A complete list of State contracts can be found on the Team Georgia Marketplace. Please note that the User Name and Password are both “tgmguest" (all lowercase and without quotes).
Orders placed using University and Statewide contracts are not subject to any of the dollar limits mentioned above. Please contact firstname.lastname@example.org or call 470-578-6214 if you would like further guidance on using University or State contracts.
How Do I . . . Buy Services?
University Contracts that have already been bid and awarded by the Office of Procurement for services that are routinely needed for the University’s operation can also be utilized by any department. Departments may also utilize contracts that have been bid and awarded by DOAS (Statewide Contracts) for specific services. Orders placed using University Contracts and Statewide Contracts are not subject to dollar limits. The Office of Procurement can assist departments with determining whether University Contracts or Statewide Contracts are available resources for securing the service(s) needed.
Please note that if a Contract is required by the Supplier in order to perform the service, then the Contracts Office must review and approve the proposed contract. If the desired service is being procured from a University Contract, a Board of Regents, or Statewide Contract, then additional review from the Contracts Office is not needed, unless customizations and/or modifications to the contracted service is required to successfully accomplish what is required for the University. A Contract Submission Form must be completed online prior to signing any contract.
NOTE: A Purchase Order is a contract, and a Terms and Conditions document is provided with each purchase order that is sent to a supplier. When suppliers accept a purchase order, they are in effect accepting the University’s offer to purchase services and goods under the terms and conditions outlined therein, unless a separate contract is negotiated and executed by both parties and incorporated as part of the purchase order contract.If the cost of the contracted service is $2,500 or more, then E-verify compliance is required. Other potential documents and requirements may be needed as well, depending upon the type of services needed and the dollar value of the contract. It is important to involve the Office of Procurement early in the purchasing process to ensure that all requirements are addressed prior to the performance of services, as well as ensuring that the requesting department does not experience delay in delivery of the services needed.
How Do I … Buy Food?
A Food Documentation Form must be completed, signed and submitted with all food purchases by the business manager or another authorized individual in your department. The authorized approver in your department/college is required to sign the KSU Guidelines for Food Purchases on an annual basis.
Additional approval is requested for all employee group meals from email@example.com prior to the date of the event to obtain authorization from the President.All purchases paid with an agency fund or grant must have a written approval from the respective office prior to the food purchase. More information regarding food purchases can be found here.
How Do I . . . Buy Furniture?Furniture purchases can only be made from Statewide Mandatory Contracts managed by the Department of Administrative Services (DOAS). For guidance in using the services of a manufacturer’s representative, please contact the Office of Procurement at firstname.lastname@example.org.
How Do I . . . Buy Lab Supplies?
Follow the procedures for purchasing “Goods.” There are with suppliers such as Fisher Scientific, VWR, and Carolina, which can be accessed through the GeorgiaFIRST Marketplace in the form of punch-out catalogs.
Please note that purchases involving toxic or radioactive materials must start with notification and approval from the KSU’s Environmental Health and Safety Department.Certain laboratory supplies are exempt from procurement regulations. A list of exempt items can be found online by clicking here. However, departments should contact the Office of Procurement to ensure that the desired purchase meets the intent of the exemption.
How Do I . . . Buy Office Supplies?Office supplies can be purchased from Staples through the GeorgiaFIRST Marketplace located in PeopleSoft. Department ePro Requesters can access the catalog via the eProcurement menu option in PeopleSoft.
Printing & Promotional Services
How Do I . . . Buy Advertising?Most forms of advertising are exempt from DOAS purchasing requirements for competitive bidding, and departments may follow “How do I Buy Services” guidelines. In addition, printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program.
To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to email@example.com prior to placing an order and/or making a purchase.Advertising is a service; therefore, E-verify compliance is required. Additional E-Verify FAQs are located on Procurement’s E-Verify webpage.
How Do I . . . Order Business Cards / Letterhead / Stationery?
Stationary may be purchased through our University contract with More Business Solutions. This is the only type of purchase that uses the University’s name or logo that does not require Design Approval.
There are two ways to order business cards and stationery for your department. The first, and easiest way, is to use a Purchasing Card (P-Card). The second way, if your department does not have a P-Card, is to use a Purchase Order.
Ordering Stationery Using a P-Card
To place an order using a P-Card, navigate to the More Business Solutions ordering portal. If you need to create an account, you can find the guide below. You will then create your order using the templates found on the portal, using the information for each person or department that you are ordering for. At the checkout screen, you will choose Credit Card and enter your P-Card information to complete the order.
Links to the Stationery Portal and the Quick Start Guide are below:
Ordering Stationery Using a Purchase Order (PO)
You will need to create a Special Request requisition in order to be processed to a Purchase Order, which will then be used during the checkout portion in Step 2. When entering the Supplier ID, please use the following: 0000003397. This will be for “Moore Partners, Inc.”, which is the correct Supplier name. Once a Purchase Order has been created from the requisition, continue to Step 2 to place your order.
Please note: the Office of Procurement does not order the stationery for your Department, but rather provides you with a Purchase Order number for you to place your order via the ordering portal.
After receiving the Purchase Order number, please proceed to the More Business Solutions ordering portal. At checkout, you will use the Purchase Order number in lieu of credit card number. Job Aids and links are found below:
How Do I . . . Buy Printing Services?
Generally, guidelines and procedures for “How do I Buy Services” apply to securing Printing Services.
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program.
To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to firstname.lastname@example.org prior to placing an order and/or making a purchasing.
KSU Copy-Print Services
The UPS Store at the KSU Copy-Print Services is a full-service copying and printing store. It is located on the second level of the Carmichael Student Center, directly across from the Bursar’s Office. It offers specialty services such as:
- Poster, sign, and banner printing
- Black and White or Color printing
- Spot color
- Document finishing services
Visit the KSU Copy-Print Services and The UPS Store websites for detailed and comprehensive descriptions of services and solutions that are available to KSU’s student body, faculty, and staff.
KSU Copy-Print Service
The UPS Store
Statewide Convenience Contracts
There are also resources made available by DOAS for obtaining printing Services, through a Statewide Convenience Contract with RR Donnelly (SWC 99999-SPD-SPD0000096-0001) and Georgia Correctional Industries (GCI). When using these resources, purchasing limits do not apply and competitive bidding is not required.Sales contact information for RR Donnelly is:Omar Kinnebrew, Assistant Regional Sales Manager, RR Donnelley
1117 Perimeter Center West, Ste. N201, Atlanta, GA 30338
UGA Print Shop
KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services. The UGA Print Shop handles bulk mailing and is a resource for banners and some signs.
Departments may contact the UGA Print Shop directly to discuss needs and obtain a quote. Contact information for UGA’s University Printing is located at http://www.printing.uga.edu/contactus.html.
General Information, Quotes and Questions please contact Laura Cropp, Printing Estimator, at:
More complex questions and/or guidance may require contacting:
Jeff Allen, UGA Print Shop Assistant Manager
E: email@example.comFor quotes and additional support in utilizing the UGA Print Shop, you may contact:Debi Huckaby, Sales and Marketing Representative
How Do I . . . Buy Promotional Items?
The University has several contracts for Promotional Items. These contractors were selected by an evaluation team from different university offices/colleges. A list of these items, the contracted suppliers, and their contact information is available below.
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to firstname.lastname@example.org prior to placing an order and/or making a purchasing.
The preferred contracts listed on this site were awarded through a State-mandated competitive procurement process. If you choose to use another contractor for small purchases of promotional items or cost savings, please ensure that the vendor is licensed to use KSU’s name and logo and you have approval from email@example.com.
The KSU Office of Strategic Communications and Marketing has developed guidelines for various KSU designs, logos and typefaces on the KSU Visual Identity Program website.
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. You should also request a review from the Office of Strategic Communications and Marketing to alter existing approved brands or styles.
To obtain this approval, email your design ideas, concept and/or artwork to firstname.lastname@example.org prior to placing an order and/or making a purchase. After review, the Office of Strategic Communications and Marketing will reply to the requesting department, indicating that:
- The design is approved for use;
- The design is approved with modifications; or
- The design is not approved
Contracted Suppliers for Promotional ItemsShirts and Apparel/Screen Printing/EmbroideryBrainstorm Creative Group
Halo Branded Solutions, Inc.Promo Entertainment Group LLCSmile Cross, Inc. dba Smile PromotionsThe Target Group, Inc.Promotional ProductsHalo Branded Solutions, Inc.Positive Impact Advertising, Inc.Promo Entertainment Group LLCSmile Cross Inc. dba Smile PromotionsThe Target Group, Inc.Plaques/Awards/Trophies/EngravingAwards Atlanta, Inc.Brainstorm Creative GroupMidwest TrophyPromo Entertainment Group LLCThe Target Group, Inc.
Supplier Contact InformationContact: Chuck Lisowski
T: 404.634.5009 ext. 226
E: email@example.comContact: Debbie McCarty
E: firstname.lastname@example.orgHalo Branded Solutions, Inc.
Contact: Dianne Helliwell Peters
E: Dianne.email@example.comMidwest Trophy
Dba MTM Recognition Corp.
Contact: Jeff Thompson
E: firstname.lastname@example.orgPositive Impact Advertising, Inc.
Contact: Meghan McCreary
E: email@example.comPromo Entertainment Group, LLC.
Contact: Melanie McGovern
E: firstname.lastname@example.orgSmile Cross dba Smile Promotions
Contact: Rula Hanania
E: email@example.comContact: Susan BroccoloT: 678.835.5819F: 678.835.5801
How Do I . . . Hire a Caterer?
Campus catering is managed in-house by Dining Services in the Office of Auxiliary Services and Programs. Any exceptions to using campus catering must be approved by Dining Services.To begin planning your event, please complete the Catering Request form, email firstname.lastname@example.org, or call 470-578-7715.
How Do I . . . Hire a Consultant/Independent Contractor?
Hiring Consultants/Independent Contractors follow similar requirements as outlined in “How do I Buy Services.” In addition, Human Resources approval is required to determine whether the individual is a current or past employee of the University System of Georgia, and if that’s the case, whether you can proceed with the hiring.
The Office of Legal Affairs should be contacted for assistance with contract development for the consultant/independent contractor that you need to hire only if modifications need to be made to the Independent Contractor Agreement template.
How Do I . . . Hire a Doctor, Lawyer or Other Professional
Licensed professions are exempt from the State’s competitive bidding requirements. Licensed professions include architects; counselors/social workers; surveyors; nurses; real estate appraisers; engineers; accountants (CPA’s); attorneys. For a complete list of exemptions, click here.E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply. Contact the Office of Procurement for additional guidance for procuring services in this area.
How Do I . . . Hire a Lecturer?
Speakers and lecturers are exempt from State purchasing guidelines for competitive bidding (Exempt NIGP Code 91838). HR approval is required and E-verify compliance (Affidavit or Driver’s License) applies if service provided is equal to or greater than $2,500.00.
How Do I . . . Hire a Temp?Departments should contact Human Resources (HR) before attempting to hire a temporary employee. HR approval is required to determine whether the individual is a current or past employee of the University System of Georgia, and if that is the case, whether you can proceed with the hiring. After consultation with HR, you may post a requisition for temporary position on HireTouch (HR’s recruiting system) or use one of the eight statewide contracts for non-licensed professions or support staff.
How Do I … Hire a Skilled Practitioner?
Licensed professions are exempt from the State’s competitive bidding requirements. For a complete list of exemptions, click here.
Licensed professions include, but are not limited to:
- Accountants & CPA’s (Exempt Code 946);
- Architects (Exempt Codes 906 & 907);
- Attorneys (Exempt Code 918);
- Counselors (Exempt Code 952);
- Engineers (Exempt Code 925);
- Nurses (Exempt Code 948);
- Real estate appraisers (Exempt Code 946);
- Surveyors (Exempt Code 925)
E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply.
How Do I . . . Buy a Computer?create an ePro Special Request with the quote attached. Once the request is fully approved through the ePro workflow, a Buyer in Procurement will issue a purchase order and notify you when the purchase order is sent to the supplier.
How Do I . . . Purchase Cell Phone Service?KSU cellular phones and services can be requested through UITS. The completed form requires signatures from the employee, the department head, and the Chair/AVP prior to submission to the office of the CIO for final approval. Currently there are accounts and service with AT&T, Verizon and other suppliers. A complete list of cell phone suppliers is available from the Georgia Technology Authority (GTA) website. Policy regarding the purchase of mobile services is located here.
How Do I . . . Purchase a Printer?
To purchase desktop printers and desktop multifunction devices, please visit the Technology Purchases website, click on the “Computers, Servers and Peripherals” link, complete the form and choose “Submit” to obtain UITS approval for the purchase.Once the department receives UITS’s approval, and sometimes a quote for the requested equipment is provided by UITS if needed, an ePro Special Request is submitted by the Requester for the Buyer in the Office of Procurement to create a purchase order. You will then be notified that the purchase order was sent to the supplier/seller.
How Do I . . . Purchase a Projector?
To purchase cameras, projectors, microphones, camcorders rental equipment for events or specialized recordings, and out-sourcing of production for videos and interactive media, go to the Technology Purchases website and click on the “Audio/Visual Rentals, Purchases, and Related Services” link. Fill out the form and choose “Submit” to obtain UITS approval for the purchase.
Once you receive UITS’s approval and a quote provided by UITS (if needed), create an ePro Special Request. After the requisition goes through the approval workflow, a Buyer in Procurement will issue a purchase order and notify you that the order is complete.
How Do I . . . Purchase Software, Web Hosting or Web Applications?
Please visit the Technology Purchases website, click on the “Software and Related Services Purchases” link, complete the form and choose “Submit” to obtain UITS approval for the purchase. Procurement processing time will depend on the dollar value. If the item or service is less than $25,000 but more than $10,000, three quotes should be attached to the ePro Special Request.
- If the cost is greater than $25,000 but less than $250,000, an eQuote or Request for Proposal may be required and could take up to sixteen weeks. Technology purchases over $250,000 require special additional approval and require more time for approval. Please allow for at least 4 weeks for the additional approval.
Please note that if a contract is required by the supplier (seller) in order to purchase the software, web hosting, or web application, then the Contracts Office must review and approve the proposed contract. In order for the Contracts Office to review the contract, please complete the Contract Submission Form.
If the desired product/service is being procured from a University, Board of Regents, or Statewide contract, then additional review from the Contracts Office is not needed, unless customizations and/or modifications to the product/service is required for successful use by the University.
If use of the software or application requires the Seller to provides service such as maintenance, product development, offsite hosting, etc.), and the cost is $2,500 or more, then E-verify compliance is required. For additional information and frequently asked questions regarding E-Verify, please click here.
Travel & Charter Services
How Do I . . . Book a Flight?KSU Travel policy requires employees to use the Concur online tools for travel requests, travel cash advance requests, travel bookings (airline, hotels, and car rentals), and travel expense reports. To begin using Concur, please complete the Concur User Profile Action Form, which is located on the Travel website. The form should be completed and emailed to the KSU Travel Administrator at email@example.com.
How Do I . . . Buy a Vehicle?In order to purchase a motor vehicle, you must first consult with the KSU Fleet Manager in the KSU Office of Facilities Planning and Design, then draft a justification letter for the signature of the Chief Business Office for prior written approval of DOAS’s Fleet Management Division is required. Approval is required even if an existing statewide contract is being utilized to acquire the vehicle. Contact Fleet Management Division online or email FMS@doas.ga.gov.
How Do I . . . Rent a Vehicle
Enterprise Leasing Company of GA LLC and The Hertz Corporation are the suppliers for in-state car rentals under MANDATORY Statewide Contract number’s 99999-SPD-ES40199376IS-02 and 99999-SPD-ES40199376IS-01, respectively.
The Hertz Corporation is the MANDATORY supplier for all airport rentals at Georgia, national and international airports under Statewide Contract number 99999-SPD-ES40199376CR-01.
Kennesaw State University and the State implemented online booking (TTE), also known as Concur, for booking airfare, hotel and rental car reservations. Concur may be accessed via the following link: https://www.concursolutions.com/. To obtain initial access to Concur, please contact the Travel Team at firstname.lastname@example.org or contact the Travel Hotline at (470) 578-4394.Approved car rental sizes are Compact, Intermediate or Full Size. Other vehicle sizes require a business-related justification. Vans may be rented when there are more than four (4) travelers.
How Do I . . . Charter a Bus?
AutoMax Rent-A-Car is under contract with the State for charter bus service (SWC #99999-SPD-ES40199376BS-01). Reservations for 15 Passenger Buses and other bus types can be made on-line by:
- Logging on to automaxrental.com.
- Fill out the request for quote.
- You will need your driver’s license and state employee identification card to rent a vehicle.
- Reservations can be made by calling Bus Max at one of the three locations: Cartersville – (770) 607-7000; Norcross – (770) Bus-Rent; Rome – (706) 291-0600
KSU Departments and Student Organizations may also charter bus service (up to 35 passengers within a 50-mile radius) through the Department of Parking and Transportation with the Big Owl Bus (B.O.B.) for special events, field trips, conferences, etc.Please visit KSU Charter Services Policy website for more information. The charter request form is available here.