INTRODUCTION

This manual is provided as an official guide to all departments, schools, divisions, offices and other organizational entities of The University of North Carolina at Charlotte.  It should be utilized for the procurement and handling of supplies, materials, equipment and services as directed by the General Statutes of the State of North Carolina and University Administration as stated in University Policy Statement #50.

Many of the Policies and procedures in this manual have been formulated during the past years and have been effectively developed and implemented with the cooperation and support of the University faculty and staff.

We trust you will make use of this manual and request you contact the University Purchasing Department if your specific question is not covered. Suggestions as to changes on the basis of continued experience will be welcomed.

As purchasing policies or procedures change, this web page will be updated.  Please bookmark this site and refer to it often.

                                                                                                           Randy Duncan

                                                                 Director of Purchasing

INDEX

Revision Log

Section 1  General Information

    1.  Organization of the Purchasing Department

    2.  Code of Ethics

Section 2  Who may Purchase?

    1.  Purchase Authorization  

    2.  Unauthorized Purchases

    3.  Purchases for Personal Use and Personal Convenience of Employees

    4.  Contract Signing Authority

Section 3  Anticipating a Purchase

    1.  Conflict of Interest

    2. Solicitations/Demonstrations

      3.  (removed see section 3:2)

    4.  Evaluation of Equipment for Vendors

    5.  Correspondence with Vendors

Section 4  Types of Purchases

    1.  State Term Contracts

    2.  Solicitation of Bids and Quotations

    3.  Single Source Purchases

    4.  Waiver of Competitive Bidding

    5.  Open or Standing Purchase Orders

    6.  Emergency Purchases

    7.  Purchases from University Facilities

    8.  Purchases from Commercial Vendors

    9.  Consultant Services

    10.  Contractual Services

    11.  Purchasing Used Equipment

    12.  Rental and Lease of Equipment

    13.  Cash Purchases and Petty Cash

Section 5  After the order has been placed

    1.  Changes to Purchase Orders

    2.  Expediting, Follow-up and Transaction Inquiries

    3.  Return of Merchandise

    4.  The Central Receiving Service

    5.  Resolution of Discrepancies Between Purchase Order & Invoice Total

Section 6  Purchase of.....

    1.  Printing and Duplicating

      2.  Equipment Requiring Utility Service

    3.  Books

    4.  Carpeting

    5.  Refreshments

    6.  Live Animals for Research

    7.  Radioisotopes

     8.  Controlled Substances

    9.  Purchase or Rental of Data Processing Equipment

    10.  Minor Construction and Building Repair and Renovation

    11.  University Bookstore Purchases

    12.  Office, Lounge, and Institutional Furniture

    13.  Purchase and Rental of Office Machines

Section 7  Service Contracts

    1.  Repair of In-Warranty Equipment

    2.  Repair of Out-of-Warranty Equipment

Section 8  Taxes

    1.  Excise and Sales Tax

Section 9  Asset Management

    1.  Responsibility for Supplies & Equipment after Purchase

      2.  Removal of University Equipment from Campus

    3.  Equipment/Inventory Management

    4.  Federal Surplus Property

    5.  University Surplus Property

Section 10  Miscellaneous

    1.  Ethyl Alcohol Regulations

    2.  Motor Vehicle Acquisition, Replacement, and Use

    3.  Delivery Within Fiscal Year Purchase is Made

    4.  Explanation of Expenditure Accounts, Fund Coding