Purchasing FAQ's
If you have a question please submit it via our form.
Q: What is the procedure(s) to create, revise or close a restricted fee account?
A: A Restricted Fee Account Application Form & instructions are available at
http://www2.kumc.edu/finance/pdf/RFFAppInstrGuide.pdf Be sure and indicate if this is a new application, revised application, or to close the account. If you have any questions, contact Shirley Dunn via e-mail. (Internal phone #3-2634)
Q: Is the university exempt from sales tax? If so, what is our sales tax exempt number?
A: The KU School of Medicine - Wichita is sales tax exempt by state statute KSA 79-3606 and Kansas Exemption Number: KSCJKP0029 which exempts all sales of tangible personal property and services, including renting and leasing of property, purchased directly by a nonprofit educational institution. This includes purchases from state funds and from KUEA funds.
If you receive an invoice that includes sales tax, deduct the tax amount and send the vendor a completed Tax-Exempt Entity Exemption Certificate form (PR-78KS) which is available on the KUMC Web site: http://www2.kumc.edu/finance/pdf/KSTaxCertificate.pdf
If a vendor asks for our tax-exempt number, tell them we are exempt by state statute KSA 79-3606 and Kansas Exemption Number KSCJKP0029. KUMC’s Kansas Exemption Number is applicable for KUSM-W. You may also provide them with the exemption certificate referenced above.
Q: What is our federal tax ID?
A: The federal tax ID for the KU School of Medicine (Wichita & KC) is 48-1124839
Q: Where can I obtain the KUEA independent contractor form?
A: The Contractual Services Form is located on the AFS Web site under the purchasing section on the 'Forms and Resources' page. This form should be used when expending either state or KUEA funds for payment to an individual or a non-incorporated company.
Q: Can I use state funds to pay for refreshments or hospitality items?
A: See below for State Purchasing Regulations:
APP: It must meet all of the official hospitality criteria listed below:
- Include at least one state employee and at least one non-state individual
- Must have a specific benefit to the Medical Center
- The APP speedtype MUST have the funding # of 0503 or 1000 and a Prior Authorization Form is required
- Alcohol is NOT allowed
- The requisition must clearly explain the above
RFF: There must be fees collected from all attendees for an event/meeting that would cover the cost of the food purchased. For example, if you were sponsoring an event that included a lunch and charging a fee for attendance, the purchase of food would be acceptable as long as the fee covers the cost of the lunch.
Q: What is the KUEA Check Request dollar amount minimum, i.e. can we submit a check request for less than $25.00?
A: According to KUEA representatives, there isn't a minimum amount, they will process any amount. However, since KU Medical School - Wichita has a KUEA issued petty cash account from the Dean's Development Fund, it is recommended that check requests payable from the Dean's Development Fund under $10 be disbursed from this petty cash account, as long as the expenditures abide by the petty cash guidelines. If the check request is not payable from the Dean's Development Fund, those departments that have departmental petty cash funds may utilize their own accounts to reimburse the small expenditure, again, as long as the expenditures abide by the petty cash guidelines. Please reference the petty cash guidelines on the AFS website for expenditures that are not allowed for reimbursement from the fund.
