Non-Catalog Orders

Do not submit a non‑catalog order if the item is not allowable on university funds

Before submission, check KU procurement compliance guidance to see if the item is available from a catalog vendor

Examples of mandatory/preferred vendors:

• Apple Products — KU Bookstore
• Books/Media — Complete Books, Amazon Business
• Facilities/Janitorial — Ferguson, Grainger, Stanion
• Industrial Gases — Matheson
• Office Supplies — Staples, Amazon Business
• Electronics — Amazon Business, B&H Photo, CDW
• Scientific Supplies/Equipment — Agilent, Bio‑Rad, Fisher, Life Technologies, MidSci, NEB, Qiagen, Sigma‑Aldrich, VWR
• Windows Computers/Laptops — Dell

If available through these vendors, the order must be placed through FITC.

Supplier & Item Details
Provide one of the following:

• A quote from the supplier (preferred) OR
• A detailed description of items, quantities, and price per item

Additional Documentation
Provide the following if applicable:

• Prior approval documentation (if required)
• Supplier W‑9/W‑8BEN and direct deposit information (for new suppliers)

Business Justification
Include:

• Description of the expense
• Why it is necessary
• How it benefits the unit or grant project

Funding Information

• Identify the specific source of funds
• Ensure the purchase complies with procurement policy

1. Create a new Independent Contractor Payment Request in FSP.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select "I would like to: Submit a Non-Catalog Purchase Order."
4. Provide Procurement/IT Approval Policy Acknowledgement. Note: Finance SSC cannot process request without applicable Proc/IT approval
5. Complete Supplier Acknowledgement
6. Attach required documentation. This includes supplier quote OR item descriptions with quantities and pricing, mailing address and delivery instructions, any additional supporting documents
7. If order include Food & Beverage (Official Hospitality): Select “Yes” on the Food & Beverage question, then either complete and attach the KU Hospitality Form OR Provide attendee counts for KU employees, KU students and non-KU attendees.

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

A system‑generated copy of the Purchase Order once submitted

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.