Policies & Procedures


 

 

Section: PUR
Part: POL
Statement No.: 4.0
Date: 05/20/2013
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Emergency Purchase Order

                                                         

 

1.     Emergency purchases are defined as "situations which endanger lives, property, or the continuation of vital programs” and require immediate, on-the-spot purchases of equipment, materials, supplies or services.

 

2.     Emergency purchase orders can be issued when, due to a sudden condition or circumstance, there is not time to requisition a purchase in the regular manner since the item or service is needed immediately. However, a confirming requisition must be submitted as soon as possible, and as the cost range indicates, may require a statement indicating the nature of the emergency and why a particular vendor was chosen if not the sole source. For an emergency purchase, telephone quotes are acceptable but the department must procure written quotes prior to submission to Purchase and Contract for waiver of the bid process. (See price quote requirements PUR Pol 6.0)

 

3.     After placing an emergency verbal order for goods and/or services, a purchase requisition must be immediately provided by the requesting department to the Purchasing Office. The Purchasing Officer then issues a purchase order, and if the vendor requests confirming authorization, sends the vendor copy of the purchase order to the vendor.

 

4.     If an emergency purchase is over the $24,999.99 delegation, the purchase must be reported to the State Purchasing Officer (SPO) who reports to the North Carolina Department of Administration's Division of Purchase and Contract.  The complete file must be forwarded including the requisition, purchase order, and any supporting documentation.  A cover letter from the UNC GA Purchasing Officer must also accompany the file to the SPO.