Information for Suppliers

As a potential supplier, we invite you to learn about fostering a business relationship with Western Kentucky University (WKU). Price Contracts established with WKU are created when it is determined there is a continuing need for certain types of products or services. These contracts are usually established after issuing a formal Invitation to Bid or Request for Proposal (RFP). As a first step, we invite you visit the WKU Online Planroom to register, set up a profile, explore our open bids and download related documents.

As a state agency, Western Kentucky University may use the contracts established by the Commonwealth of Kentucky, Kentucky Educational Purchasing Cooperative, certain Group Purchasing Organizations, GSA, and other State Universities. It is the policy of the Purchasing department to purchase from contract vendors when products, quality prices are consistent with the specifications supplied by the requesting department. Purchasing through contracts eliminates the need to solicit bids or quotations.

WKU encourages competition among vendors in providing goods and services to the university, thereby assuring that the mix of quality, service and price best matches the stated needs of WKU’s programs and activities.  As part of this process, we encourage the inclusion of small business; minority-owned businesses, and women-led business enterprises wherever possible.

Single-Use Accounts (SUA) 

Western Kentucky University is pleased to partner with J.P. Morgan to participate in the Single Use Account (SUA) virtual card payment program which offers accelerated payments to our suppliers. SUA is an electronic payables solution that delivers the benefits of check and ACH payment processing for the end user, while enhancing efficiencies and increasing securities offered through credit card payments. Upon supplier enrollment, payment terms are converted to net immediate upon invoice approval.

There are many benefits when accepting SUA payment, including:

• accelerated payments that will help reduce days sales outstanding (DSO)

• a simplified process that eliminates the cost of processing checks

• the ability to reduce administration expenses, account collections and follow-ups

Enrolling in the SUA Program

While you may already accept card payments, you will need to enroll in the SUA program with WKU. To find out more information or enroll in the SUA program.

Sales Tax Exemptions on Purchases

For employees who purchase goods and services on behalf of Western Kentucky University, it is expected that all retailers and suppliers will request a completed Tax-Exempt Certificate in order for the university to avoid paying a sales or use tax.  Information required on the Tax-Exempt Certificate will include the name of the tax-exempt entity; date of purchase; and a university taxpayer identification number. 

Additional Information for Suppliers

Bids and RFPs

Purchase Order Terms and Conditions

Information About SUA - WKU's Preferred Method of Payment - see Accounts Payable

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