PURCHASING PROCEDURE SUMMARY

(For more detailed information consult the UNC Charlotte Purchasing manual and University Policy Statement #50)

 

1.       The UNC Charlotte Purchasing Dept. is the only campus agency that can authorize a vendor to make a shipment or supply a service to a campus department or organization.   Commitment made by individuals in the name of the UNC Charlotte may result in   personal liability for any financial responsibility.

 

2.       Purchases are to be initiated by properly and completely filling out a Purchase Requisition form including account number, authorized signature, complete description  the item requested  and any supporting documentation.  This document is to be forwarded to the Purchasing Department.  (These documents may also be transmitted electronically if the department has obtained the necessary equipment and approvals.)

 

3.   Purchases of certain commodities require approvals of other University departments.  Purchasing  will coordinate with the appropriate areas upon receipt of the requisition:

 

                                    a.         Computer hardware and software- Campus Information Technology Services (ITS)

 

                                    b.         Items affecting physical facilities - Facilities Management

 

                                    c.         Items which may present hazards - Safety Office

           

4.     State Contracts cover a wide range of items and provide benefits from the   combined purchasing power of all state agencies.  Special documentation must be submitted and approved in advance if contract goods are not acceptable for a particular purpose or where sole source is necessitated.

 

5.    Non-contract orders exceeding $ 5,000 in cost are submitted to formal quotation

       through  the UNC Charlotte Purchasing Office.

           

6.    Non-contract orders exceeding $200,000 must be forwarded to the NC Division

       of Purchasing  and Contract for public bid advertising and approval by the State

        Board of Awards

 

7.     All correspondence with vendors should be conducted through the UNC

        Charlotte Purchasing Office.

 

8.          When items are received, signature documentation must be forwarded to

         Purchasing via pink copy of Purchase Order, “ key-rec.” form for Central Receiving

 deliveries or Departmental Receiving report for direct shipments.  Any discrepancies

 or damage must be reported within 48  hours of receipt.

 

9.        Equipment items exceeding $ 5,000 in value will be tagged and are subjected to a

annual Fixed Assets System inventory.  Items greater than $ 500  will be recorded for control purposes.

           

10.     Any property which has passed its useful life must be disposed of via State Surplus

Property public sale bid.  A disposal form must be filled out and forwarded to Purchasing Office/Fixed Assets.