How Do I ...

Printing & Promotional Services

  • 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 designapproval@kennesaw.edu 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.

  • Stationary may be purchased through our University contract with More Business Solutions and design approval from the Office of Strategic Communications and Marketing. 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.

    • 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 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:
    • 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 the requisition has been turned to a Purchase Order, continue to Step 2 to place your order.

      Note: Until the PO has been issued, the items you are purchasing through the stationery portal will not ship. You must complete the order through the Stationery Portal to have your items delivered.

      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:

      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.

     

  • 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 designapproval@kennesaw.edu prior to placing an order and/or making a purchasing.

    • 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
      http://copyprint.kennesaw.edu

      The UPS Store
      http://copyprint.kennesaw.edu/the_ups_store.php 

    • 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
      T: 770.352.8472
      C: 404.822.3188
      F: 440.352.8404
      E: omar.s.kinnebrew@rrd.com
    • KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services.  The UGA Print Shop also handles bulk mailing. UGA’s Print Shop is also 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.

      KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services.  The UGA Print Shop also handles bulk mailing. UGA’s Print Shop is also 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 
      T: 706.542.3861
      F: 706.542.7200
      E: printing@uga.edu
       
      More complex questions and/or guidance may require contacting: 
      Jeff Allen, UGA Print Shop Assistant Manager
      T: 706.542-7195
      E: hjallen@uga.edu 
       
      For quotes and additional support in utilizing the UGA Print Shop you may contact:
      Debi Huckaby, Sales and Marketing Representative
      T: 706.542.3198
      E: debihuck@uga.edu

     

  • 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 designapproval@kennesaw.edu prior to placing an order and/or making a purchasing.

    If these suppliers do not meet your promotional items needs, you may select another supplier, registered with Learfield Licensing Partners, once justification documentation is submitted to the Office of Procurement and the cost is below $10,000. 

     

Professional Services

  • 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 ksucatering@kennesaw.edu, or call 470-578-7715.

  • 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.

  • Licensed professions are exempt from the State’s competitive bidding requirements.  Licensed professions include architects; counselors/social workers; surveyors; nurses; real rstate 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.

  • Instructions for hiring lecturers are available on the Office of Procurement's forms page, or available for download here

    Lecturers are exempt from State purchasing guidelines for competitive bidding.  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.

  • Departments should contact Human Resources (HR) to 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’s 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 ontracts for non-licensed professions or support staff.

Technology Purchases

  • 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 you receive UITS’s approval and in most instances a  create an ePro Special Requestwith 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.

  • 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.

     

  • 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.

  • 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 and after it goes through the approval workflow, a Buyer in Procurement will issue a purchase order and notify you that the order is complete.

  • 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.  If approval is given for the proposed product, you may purchase the software by submitting an ePro Special Request to obtain a Purchase Order for the desired software. 

    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 Office of Legal Affairs must review and approve the proposed contract. If the desired product/service is being procured from a University, Board of Regents, or Statewide contract, then additional review from the Office of Legal Affairs is not needed, unless customizations and/or modifications to the product/service is required for successful use by the University.  A “Contract Review Request Form” can be downloaded from the Office of Legal Affair’s website.  The completed form should be submitted to contracts@kennesaw.edu

    If use of the software or application requires the Seller to provides service such as maintenance, product development, offsite hosting, .), 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.

Vehicle Purchases / Travel & Charter Services

    • 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, and should be completed and emailed to the KSU Travel Administrator at travel@kennesaw.edu.

    • 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, and should be completed and emailed to the KSU Travel Administrator at travel@kennesaw.edu.

    • 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, and should be completed and emailed to the KSU Travel Administrator at travel@kennesaw.edu.

    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, and should be completed and emailed to the KSU Travel Administrator at travel@kennesaw.edu.

  • 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 the Fleet Management Division online or email FMS@doas.ga.gov

    A motor vehicle is anything with a motor and four (4) wheels. 

    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.  Reservations can be made via the following links:

  • 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.
    • Filling 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.

 

 

 

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