Defines and governs emergency purchases.

Scope

Definition and Cause of Emergencies

An emergency is an unexpected situation of a serious nature that demands immediate action.

Approval of Emergency Purchases

Emergency purchases are allowed by Purchasing Services when conditions warrant emergency action. An emergency purchase is a deviation from normal procurement procedure and shall be permitted only with the approval of the Director of Purchasing. Emergency purchases shall be affected by Purchasing Services on the basis of verbal contacts with department heads and vendors, and followed up with required written documentation.

Vendor Contact

The university recognizes that an extreme emergency may exist where direct contact with the vendor by university personnel would be warranted. An emergency occurring outside working hours or during working hours when time is of the essence (for example, hurricane disasters) could warrant such action.  Purchasing cardholders may contact vendors directly to resolve shipment or payment discrepancies.

Options for Obtaining Emergency Purchases

Emergency orders may be obtained through one of the following methods: purchase order, standing purchase order, check request, and petty cash reimbursement.