PURCHASING OFFICE
CONTENTS

MISSION

GOALS

OBJECTIVES

INTRODUCTION STATEMENTS

· General Information

· Responsibilities and Organization

· Organizational Structure

· Description of Functional Area

POLICY AND PROCEDURE STATEMENTS

· Approval Authorizations for Purchase Requests

· Basic Purchasing Procedures

· Changes to Purchase Orders

· Computer Hardware/Software Purchases

· Computer Locking Systems

· Confirming Purchases

· Conflict of Interest

· Consultant Services

· Contractual Services

· Correspondence with Vendors

· Delivery Within the Fiscal Year

· Emergency Purchases

· Equipment Requiring Utility Service

· Ethics Code

· Ethyl Alcohol Regulations

· Evaluation of Equipment for Vendors

· Expediting, Follow-up and Transaction. Inquiries

· Federal Excise and State Sales Taxes

· Federal Surplus Property

· Insurance

Non-Allowable Vendors

· Obtaining Excess Government Equipment

· Object Coding (Explanation of Expenditure Codes)

· Payment of Membership Dues

· Personal Services

· Petty Cash Purchases

· Printing

· Product and Service Demonstration by Vendors

· Purchase and Rental of Office Machines

· Purchase Authorization, Purchase Commitments/Unauthorized Purchases

· Purchases for Personal Use of Employees

· Purchases From University Operated Facilities

· Purchase of Air Conditioning Units

· Purchase of Books

· Purchase of Christmas Decorations and Greeting Cards

· Purchase of Flowers

· Purchase of Live Animals for Research

· Purchase of Minor Construction, Building Repair and Alterations

· Purchase of Non Contract Office Machines

· Purchase of Office and Lounge Furniture, Furnishings, Carpet and Draperies

· Purchase of Personal Convenience Items

· Purchase of Refreshments, Sundries, Etc.

· Purchase of Subscriptions and Periodicals

· Purchasing Used Equipment

· Rebate Policy and Procedure

· Rental and Lease of Equipment

· Repair of In-Warranty Equipment

· Repair of Out-of-Warranty Equipment

· Repair of Office Machines Not Covered by Service Contracts

· Responsibility for Supplies and Equipment After Purchase

· Return of Merchandise

· Service Contracts

· Single Source Purchases

· Small Purchases

· Solicitation by Sales Representatives

· Solicitation of Bids and Quotations

· State Purchase Contracts

· Standing/Open Purchase Orders

· Sustainability policy

· Transfer of Equipment from Campus

· Upholstery Services

· Waiver of Competitive Bidding

APPENDIXES

• Authorization for Lecturer, Contractual, and Other Personal Services
• Computer Hardware/Software, Request Form
• Justification Memorandum
• Maintenance Agreement Inventory
• Procurement Card User's Guide
• Purchase Request Form
• Purchase Order
• Request for Air Conditioning Unit
• Standard Expenditure Codes
• State Purchase and Contract Division Requisition Forms
• VENDOR CREATE/MODIFY FORM
• Visitors Information Form (VIF-1)

TRAVEL

Related Web Sites

• NC State Purchase and Contracts
• NC State Agency Purchasing Manual (pdf. format)
• NC State Purchase and Contracts, Term Contracts
• NC State Purchase and Contracts, Best Value Policies and Procedures
  

For additional information contact the Purchasing Office at 336-334-7555.

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Send comments on this site to Phil Mansfield at mansfiep@ncat.edu.