• How to Purchase Promotional Items

How to Purchase Promotional Items
Promotional items are goods imprinted with any University-related logos or wording and intended to promote
University programs, projects, and initiatives. Examples of common promotional items include imprinted or
embossed portfolios, pens, mugs, T-shirts, magnets, tote bags, etc. This commodity group also includes
imprinted or embroidered apparel for internal use by departments for promotional purposes. Unlike items
consumed for internal operation, promotional items are unique in that they carry the University’s image via its
trademarked logos and graphics. Paper-based printing purchases (such as brochures, stationery, publications,
etc.) are bound by University printing contracts and are not part of this commodity group.
Steps to purchase:
1. Determine the promotional product(s) and quantities needed along with specifications. Artwork can be
designed by licensed promotional vendors or the department can provide artwork via file form.
2. Select a promotional vendor that is licensed by the Collegiate Licensing Company (CLC) to imprint University
of Kentucky logos and graphics on their products and request a quote. CLC is the University’s licensing agent
and charged with protecting its trademarked logos and related graphics. CLC licensed vendors are the only
companies that can legally imprint any University graphics onto products. The licensed vendors can assist on
product selection if needed. The current listing of CLC vendors is available on the Purchasing Division website
at: http://www.uky.edu/Purchasing/promoitems.htm
3. Enter a requisition into SAP for the order:
*Place a brief note in the header text of the requisition with the following information:
*Who will receive the items? Are they employees or non-employees?
*Intended usage/benefit to the University?
*Are items to be distributed at once or over a length of time?
*Departmental contact person?
*Write the requisition number on the quote and fax to Purchasing at 7-1951. Upon department approval, a
purchase order will be processed and faxed to the vendor for order placement.
*Be sure to indicate a valid delivery date on the requisition if needed within a given timeframe.
Note: Promotional items are restricted from purchase via procurement card or DAV.
*Special note concerning purchase of flags – per Kentucky Revised Statutes 2.030 and 2.040, all US and Kentucky flags purchased
by public institutions must be manufactured in the United States.
*Contact Purchasing for special instructions on promotional items that will be re-sold through student organizations or to the general
public.
References
Memo Letter Requiring Usage of CLC Licensees (http://www.uky.edu/Purchasing/promo_siemer.pdf) – Vice President
for Finance and Administration
For more information or the current listing of CLC licensees, visit the Purchasing Division Promotional Items website
at: http://www.uky.edu/Purchasing/promoitems.htm
Last Revision 4/6/09