05.153 - Emergency Purchases

Procedure

A.    Procedure

1.    Emergency Purchase Order.

     a.    If an emergency purchase order is desired, the department must complete a Requisition Input/Authorization Form in duplicate (see 05.152 - Procurement of Equipment, Supplies, and Services ), obtain approval signatures, and hand deliver both copies of the input form to Purchasing. DO NOT ENTER THIS ORDER IN THE ELECTRONIC REQUISITION SYSTEM.

     b.    Upon receipt of the requisition input forms, Purchasing will evaluate the request and assign a requisition number and an emergency purchase order number. One copy of the input form will be returned to the department. Purchasing will enter the order as a purchase order only, at which time availability of funds will be checked by the system. Therefore, there will never be a requisition encumbrance entry for an emergency request.

     c.    The department will take the purchase order number to the vendor and pick up the merchandise.

     d.    A purchase order will be printed the next day, and a confirming copy will be sent to the vendor. The pink and blue copies of the purchase order will be sent to the requisitioning department.

     e.    The department will sign the pink copy of the purchase order to indicate receipt of the merchandise and return to Purchasing.

2.    Standing Purchase Order.
If a standing purchase order has been established, emergency purchases may be made within the conditions of the standing purchase order.

3.    Check Request.
If an emergency requires an individual to expend money out-of-pocket to purchase item(s) costing more than $50.00 (the maximum amount allowed for petty cash reimbursement) but not exceeding $150.00, a Check Request should be properly prepared and approved. (See 05.105 - Check Requests.) This condition would exist if time were of the essence and a purchase order could not be processed. Also, a Check Request may be required if the company involved will not honor a purchase order.

If the emergency purchase was necessary during normal working hours, attach an approved Check Request Authorization form (along with the original sales receipt or invoice) to the Check Request and forward to the Director of Accounting for reimbursement. (See 05.152 -Procurement of Equipment, Supplies, andServices .)

If the emergency purchase was necessary after normal working hours, attach a memorandum outlining the reasons for the emergency purchase after normal working hours (along with the original sales receipt or invoice) to the Check Request when submitting to the Director of Accounting for reimbursement.

4.    Petty Cash Reimbursement.
Petty cash reimbursement is available for emergency purchases of items costing $50.00 or less. (See Procedure 05.142 Petty Cash)