What is a K-order (also referred to as Department Order)?
A K-order is a payment mechanism used to make simple purchases of goods or services for less than the Direct Buy Limit of $10k. The K-order generates an encumbrance against the supporting account.
There is a list of prohibited purchases on K-orders, see: BPPM 70.07.2
Creating a K-order
In order to be granted K-order authorization, employees must complete the following:
- Obtain an AIS userid, by completing Network Services Account Request Form, see BPPM 85.37
- Complete training as directed by the Washington Department of Enterprise Services (DES), see: EmployeeTraining.html
- Complete AIS Access Request Form, see BPPM 85.33
For step by step instructions on creating the K-order in AIS, see BPPM 70.07.3
Invoice Processing for K-orders
- Must bill Washington State University
- Must contain printed heading with Business name and remit to address
- Must include itemized list of goods or services
Please encourage Vendors to reference the K# on the invoice
K-order invoices do not require original signature from the expenditure authority. Approval to pay is granted when the K-order is created in AIS.
Receiving Goods or Services
- Email Central Receiving at email@example.com
- Telephone 335-5575
- Central Receiving website at: http://supplymgmt.wsu.edu/cr/po_completion.aspx
If a K-order is confirmed as received, Accounts Payable will begin the payment process.
If a K-order has not been confirmed as received, Accounts Payable will perform the RIP process.
RIP Process (also referred to as Rapid Invoice Payment)
If a K-order has not been received, Account Payable performs the following process:
- Schedules the payment for a future date (minimum 7 days in advance)
- Sends a photocopy of the invoice with an affixed stamp, this is the department copy
The department must notify Accounts Payable if a payment is to be held.