Purpose | Scope | Policy | Procedure   Appendix A        (Procurement Methods Available at UNCW) Appendix B        (Instructions for Purchase Of  Specific Items) Requisition Input  Form   Form Instructions   Adobe PDF Form       (Fill out the form on-line and print for signature; or print a blank form and fill out by hand or typewriter.)

Appendix B was revised effective November 23,  1999, to update instructions concerning paid commercial advertisements.

Explains policies and procedures for the procurement of equipment, supplies, and services.

Applies to all university departments and activities.

1.    General Statement.
 
All university purchases of equipment, supplies, and services are made in compliance with general purchasing policies outlined in PUR 1.00. Additionally, all departments and activities shall follow procurement practices established in this procedure. Individuals are not authorized to have vendors charge the university's account. The university is obligated only for purchases made through established procurement channels.


2.    References Available.
 

The following sources are available to assist in the procurement of equipment, supplies, and materials:

 
     a.   Appendix A, Procedure PUR 1.10.   Appendix A contains a reference table of the various procurement methods available at UNCW. Please review this to ensure that appropriate procurement methods are used.

     b.   Appendix B, Procedure PUR 1.10.   Appendix B provides additional instructions that must be followed when purchasing selected specific items.

     c.   Procedure ITS 4.10 - Financial Records System Access.   This procedure provides instructions and forms needed to request access to the electronic requisitioning system.

     d.   Electronic Requisitioning Reference Manual.   This reference manual provides detailed instructions on how to use the UNCW Electronic Requisitioning System. Reference manuals can be obtained by contacting the Information Systems Liaison for Purchasing Services (ext. 3153). Updates to the manual will be provided as changes occur.

     e.   Purchasing Office.  Other questions and concerns not answered in the above documents and not covered within the context of this procedure should be directed to the Director of Purchasing Services.
 
 

3.    Purchases at Fiscal Year End.
 
Purchase requisitions submitted during May and June may result in purchase orders that cannot be closed out before the end of the fiscal year, June 30. State policy requires receipt of the order before payment can be made. If delivery cannot be made by June 30, payment will be made from next year's budget. Orders cannot be placed contingent upon receipt of the goods prior to the end of the fiscal year.

1.    Initiation of a Purchase Requisition.
 
All requisitions except for emergencies and those with multiple account numbers requiring separate approvals must be electronically created. When electronically creating requisitions, the Requisition Input/Authorization Form (or a comparable internal ordering form) may be used as an input document and to obtain appropriate approval signatures before the requisition is electronically created. Instructions for electronically creating requisitions are provided in the Electronic Requisitioning Reference Manual


2.  Review of Requisitions Charged Against Contract and Grant Accounts Only.
 

When a Contract and Grant account is charged, a hard copy of the Requisition Input/Authorization Form (reflecting the electronic requisition number) should be forwarded to the Office of Sponsored Programs for the following procured items:
 
- Foreign travel airline tickets
- Equipment charged to the 5XXX object code
- Contracted/consultant services



3.    Review of Electronic Requisitions by Purchasing.

Purchasing will review various aspects of each (electronically approved) requisition such as the recommended vendor, order type, the description and prices of the items involved, the unit of measure, the tax code, the delivery address, and the approval(s). Changes or corrections may be made as necessary.


4.    Issuance of Purchase Orders.
 

A copy of the purchase order will be forwarded to the requesting department. Original purchase orders are not allowed to be delivered to the department via campus mail. If an original purchase order is required, the department must make arrangements with Purchasing for physical pickup only. The purchase order shall reference the electronic requisition number.


5.  Change Orders.
 

If a change order is required after the purchase order has been created, a Requisition Input/Authorization form must be completed, approved, and forwarded to Purchasing. The form should indicate the difference in the original order. (Do not process a change order electronically.)
NOTE: If a change order is required for a Contract and Grant account, the input form must be approved by the Office of Sponsored Programs for all items stated in procedure statement 2.


6.    Orders Requiring Special Processing.
 

     a.   Priority Orders.   Create an electronic requisition, using the appropriate standard text code to identify the requisition as a priority. Processing time should normally be within two days after receipt by Purchasing. Written/ verbal justification of the request may help to further expedite processing the order.

     b.   Confirming Orders.   Create an electronic requisition, using the appropriate standard text codes to identify the order as a priority and to request that Purchasing call the vendor with the purchase order number. Confirming orders will normally be processed by 10:00 A.M. the following day after receipt of the electronically approved requisition by Purchasing.

     c.   Emergency Purchase Orders.   See Procedure PUR 1.20.

     d.   Check with Order Purchases.   Normally, this is only done if the vendor is not able to bill against a purchase order. To request check with order, create an electronic requisition. On a text line, indicate that pre-payment is requested. Send as a requisition attachment any documents from the vendor stating the amount and that prepayment is required.

     e.   Products Offered on a Trial Basis.   To receive an item for preview before making a commitment to purchase, create an electronic requisition. Indicate via text line item that the item is for preview. Purchasing will issue the purchase order and forward the blue and pink copies of the purchase order to the ordering department. Upon receipt of the item, if you wish to keep it, sign the pink (receiving) copy of the purchase order and return to Purchasing. If you decide to return the item, mark the pink copy "CANCELED" and forward to Purchasing, who will cancel the purchase order. The ordering department should call Purchasing for assistance in returning the item.

     f.   Sole Source Purchases.   Requisitions must be accompanied by a Sole Source Justification form signed by the department head. Contact Purchasing Services for the appropriate form and further information. (See PUR 1.00.   For "sole source" contracts, see PUR 1.30.)

     g.   Standing Orders.   See Procedure PUR 1.21.
 

7.   Requisitioning System is Down.
 
If a requisition must be processed when the requisitioning system is unavailable, the department should prepare a Requisition Input/Authorization form, obtain the appropriate approvals, and hand deliver the original and one copy of the form to the Purchasing Office. The requisition will be processed by Purchasing as an emergency order.


8.  Purchases Reimbursed Through Check Requests.
 

Items may be purchased (without a requisition) using an employee's own funds, with reimbursement to the employee by a university check. The following actions should be taken for purchases of this nature:
• Contact Purchasing Services by telephone for verbal approval before making the purchase. (Note that the item must cost between $50.00 and $150.00 and the item must not be available through Central Stores or on state contract.)
• A Check Request Authorization form will be completed by Purchasing Services and mailed to the requesting department; or the employee may pick up the authorization form from Purchasing Services.
• The employee should file for reimbursement via a Check Request, with the authorization    form and the original receipt or paid invoice attached to the Check Request.   (See Procedure ACG 1.50.)


9.    Petty Cash Reimbursement.
 

Petty cash reimbursement is available for purchases costing $50.00 and less, which are available locally but are not available in Central Stores or on state contract. Prepare a Petty Cash Reimbursement Request; obtain appropriate approvals; attach originals of invoices, sales receipts, etc.; and hand carry to the University cashier for reimbursement. (See Procedure CSH 1.20.)

Method:   Electronic Requisition  (See PUR 1.10)

When to Use:

• Generally, to purchase items $25.00 and over.  (Requisitions under $25.00 are allowed only if items are not locally available.)
• To purchase items not available through Central Stores or Printing Services.
• To purchase state surplus property (not for local UNCW surplus property).
• To purchase items available through state contract.
• To encumber departmental funds for official university travel. (See TRA 1.11.)

NOTE: The Requisition/Input Authorization form may be used as an input document when creating electronic requisitions or to obtain approvals from department heads prior to electronically creating requisitions. The section below provides detail on when this form is required.

When to Use:

NOTE: The Requisition/Input Authorization form must be used in the following circumstances:

• To obtain approvals when two or more different departments share the cost.
• Emergency purchases. (See PUR 1.20.)
• When system is down and purchase must be made. (See PUR 1.10, procedure statement 7.)
• When a change order is required after the purchase order has been created. (See PUR 1.10, statement 5.)
• To inform the Office of Sponsored Programs of specific purchases. (See PUR 1.10, statement 2.)
• To procure movable equipment that is part of a Capital Improvement Project.  (See VCB 1.10.)

 

When to Use:

•  Reimbursement to employee for pre-approved purchase of  item(s) costing $50 through $150 that are not available from Central Stores and not on state contract.  (See PUR 1.10, Procedure statement 8.)
• Reimbursement to employee for pre-approved business entertainment expense, subject to all requirements of ACG 2.40.
• To purchase memberships; institutional dues; and prepay registration fees.
• To purchase all subscriptions.
• For payment of personal services, subject to all requirements of Procedure PUR 1.40.
• Payment for "after-the-fact" purchases (requires approval by Purchasing Services and justification for non-compliance with purchasing policies).

Method:   University Purchasing Card

When to Use:

• To handle purchases of small supply items not available in Central Stores. (See PUR 2.00.)

Method: Interdepartmental Invoice (See ACG 1.30)

When to Use:

• To purchase items from the UNCW Bookstore that are not available from Central Stores.  (Departments may not use petty cash to purchase items from the UNCW Bookstore.)
• To invoice another UNCW department for goods or services provided.

When to Use:

• To reimburse employee for purchases costing $50.00 and less which are locally available but are not available from Central Stores or on state contract.

When to Use:

• To order supplies and certain equipment items from Central Stores.

When to Use:

• To order printing/duplicating services from Printing Services.

When to Use:

• To order preprinted forms and preprinted letterhead and envelopes.

When to Use:

• To handle certain expenses for authorized travel (e.g., room accommodations and vehicle rentals).
 
 Exception:  Rental trucks or vans picked up from a private rental agency in the Wilmington area must be requested via a purchase requisition.
NOTE: Airline tickets must be processed via a purchase requisition.

 

Procedure No. PUR 1.10	Effective:  Nov. 23, 1999
Appendix B.           Instructions for the Purchase of  Specific Items	Supersedes: Dec. 10, 1998

COMMODITY PURCHASED	SPECIAL OR ADDITIONAL INSTRUCTIONS
1.   Acquisitions, Incentives, or Points	When Purchasing Services is aware of gifts (e.g., VCR sent as a gift when another item is purchased), an additional line will be added to the purchase order with any stated value included in the description and a "no charge" designation assigned to the unit price.
2.   Advertisements	a.   Employment Advertisements - Faculty, EPA  Advertisements for EPA vacancies must be approved by the EEO/AA Officer. Contact Human Resources for the Step-by-Step Guide for the EPA/Faculty Hiring Process (includes the required forms and instructions). The EEO/AA Officer will notify the department of approval. Upon notification of approval, the department will input the electronic requisition and forward the approved ad to Purchasing as an attachment to the requisition. Purchasing will issue the purchase order upon receipt of the requisition and approved ad. Purchasing will only fax or mail the advertisements. If the ordering department indicates on the electronic requisition that the department wishes to phone in or input the ad on the Web, Purchasing will return the original purchase order and ad copy to the department. b.    Employment  Advertisements - SPA Handled by Human Resources.  (See HR 1.10.) c.     Legal Advertisements Legal ads (advertisements for construction projects or other contractual service bids) are initiated by the Director of Purchasing Services and faxed or called in to the newspaper(s). Purchasing will prepare the input form and forward to the department ordering the service for approval. d.   Paid Commercial  Advertisements Ensure the advertisement conforms to university standards published in the UNCW Visual Identity Program and Publications Guide, which is available on the World Wide Web at http://www.uncw.edu/news/guidelines/intro.html. (See UR 1.60.) Forward a copy of the advertisement to the assistant vice chancellor for university relations for approval. Upon approval of the advertisement, input the electronic requisition and forward the approved ad to Purchasing Services as an attachment to the requisition.  Purchasing will not process requisitions for commercial advertisements unless they have been reviewed and approved by the assistant vice chancellor for university relations. Purchasing will issue the purchase order upon receipt of the requisition and approved ad.
3.   Airline Tickets	Arrange the ticket purchase with one of the travel agencies designated by Purchasing Services. Create an electronic travel requisition, with the approved Travel Authorization number as the requisition number. Indicate the traveler's name, dates of travel, and the travel agency used. See TRA 1.13 for additional information and exceptions.
4.     Cartridges; Ribbons	Refer to the electronic Central Stores catalog before ordering, as many cartridges and ribbons are available in Central Stores. If ordering via a purchase requisition, indicate the type, model, etc. of the printer, typewriter, FAX, or other equipment on which the cartridge or ribbon will be used.
5.   Component Part Purchases	If purchasing an additional component part (not a replacement item) that will increase the value of the original equipment, see ACG 2.60 for additional instructions. With initial purchase, accessories and component parts that are purchased on the same purchase order as the equipment to be tagged can be included with the original cost of the fixed asset and charged to a 5XXX object code.  After the initial purchase, when ordering additional component parts (not replacement parts) valued at $1,000 or more, indicate the fixed asset tag number of the previously tagged equipment to be upgraded/increased in value.
6.  Computer-Related Items	When ordering any software, indicate the brand and model of the computer being used and software serial number (if an upgrade). Also indicate the method for obtaining the software (e.g., CD, diskette, or download). When ordering software requiring a signed contract (or signed software license agreement): Sign the contract and forward the original, signed contract to Purchasing to be countersigned and mailed to the vendor. Purchasing will provide instructions to the department if the terms and conditions of the contract are not approved. When ordering additional component items (not replacement items) that cost $1,000 or more and that will increase the value of a previously tagged computer item, indicate the fixed asset tag number of the equipment that will be upgraded.  (See ACG 2.60 for additional instructions.)
7.   Entertainment Expense	Paid via a check request.  (Subject to all requirements of ACG 2.40.)
8.   Equipment Items      (5XXX Object Codes)	Enter the university account number(s) to be charged on the requisition line item screen 254 or 25L, not on header screen 250. Exception: Enter the account number(s) on the header screen when using more than one account number if one of the accounts is being charged a specified dollar amount that is not the exact cost of an item.
9.   Facsimile Machines	Contact Purchasing Services to obtain information regarding the FAX machines available on state contract and costs. Indicate on the electronic requisition if the FAX machine is a new machine or a replacement machine. If purchasing a new FAX machine, submit a Telecommunications service request for installation of a dedicated telephone line. An average response time of ten working days may be expected from the time the Telecommunications service request is submitted. (See TEL 1.10.) The department must purchase a qualified surge protector; otherwise, factory warranties are void.
10.   Furnishings; Floor and Window Coverings	See VCB 1.50 (Interior Decoration of University Facilities) to determine if additional approval is required before ordering. A wide selection of office, classroom, and lounge furniture is available on state contract. Contact Purchasing for assistance and to review literature. An appointment is necessary to ensure purchasing agent availability. Professional design service is not an aspect of Purchasing, although contracted design services may be obtained with Purchasing's assistance and approval. (See PUR 1.30.) Carpet is available through state contract. An appointment is necessary to ensure purchasing agent availability for viewing carpet samples. Venetian blinds are standard campus window covering, with best terms contractually negotiated through the state. Purchases of drapes and other decorative office items (such as wall hangings, plants, etc.) require special, trust, auxiliary and grant funding or special approval. To ensure a department the best price available, Purchasing needs as much advance notice as possible. Allow eight to ten weeks for delivery of furniture orders.
11.   Memberships and         Institutional Dues	Paid via a check request. (Subject to all requirements of ACG 2.00.)
12.   Postage Stamps	Purchase of postage stamps is not generally allowed. Petty cash may never be used to purchase stamps. Exceptions allowing the purchase of postage stamps (with reimbursement via check request) are made only when pre-approved by the Comptroller. Submit a written request to the Comptroller for approval. Indicate the reason, the purpose, and amount. Attach the approval and the receipt to the check request when submitting for reimbursement.
13.   Printing	Contact Printing Services at the earliest opportunity to determine if printing can be done by Printing Services or if it will be necessary for the printing to be done off-campus. a.   On-Campus Printing If the printing can be done on campus, complete a Request for Printing Services. (See AUX 5.10.) b.   Off-Campus Printing Create an electronic requisition. Indicate the number of copies needed; date needed; nature of printed material (e.g., forms, brochures, booklets, etc.); name of form, brochure, booklet, etc.; and preferred or recommended vendor(s) if any. The department may obtain the assistance of Printing Services in preparing the specifications; however, the department, is responsible for content. Printed material for off-campus distribution will require the approval of the Federal Compliance Officer (for compliance only, not content). Purchasing will prepare the request for quotation. After the opening of the requests for quotations, the ordering department will assist in evaluation. Purchasing will place the purchase order. Note: If the job calls for four-color printing and/or the total cost of the printing is expected to exceed the delegation of authority benchmark, a requisition will be sent to State Purchase & Contract in Raleigh. Formal bids will be let, opened, and forwarded to Purchasing for review prior to the award.
14.   Radioactive Material	Indicate on the electronic requisition (in the description section) "This is radioactive material" and list all license numbers. Purchasing will stamp all copies of the purchase order with the statement "Radioactive Materials - Special Handling Required." When the order is received at Central Receiving, the Safety Officer will be notified to inspect the package and ensure that it is delivered safely to the department.
15.   Registration (Prepayment )	Paid via a check request. (See TRA 1.15.)
16.   Rental Agreements	Contracts or agreements for rental of equipment, materials, or supplies are handled under the same rules, regulations, and procedures as commodity purchases and should be coordinated with the agent in Purchasing  Services who handles the applicable commodity.
17.   Rental of Vehicles	(See TRA 1.13.)
18.   Safety Shoes, Safety Glasses,   Other Protective Equipment	(See PSD 1.20.)
19.   Subscriptions	Purchase via a check request.  (See ACG 1.50.)
20.   Telecommunications Equipment (telephones, cell phones, paging equipment)	Submit request to the UNCW Telecommunications Department for all telecommunications equipment. (See TEL 1.10). Exception: FAX machines are purchased via a purchase requisition.   (See item 9 of this appendix for instructions.)
21.   Temporary Personnel	Contact Human Resources to determine whether contracted temporary personnel or temporary SPA employees would be appropriate. a.  For contracted temporary personnel, initiate all requests with an electronic requisition. Purchasing will make arrangements with the agency and issue a purchase order. Include the following information on the requisition: Type of employee needed or skills required (i.e., laborer for moving equipment, groundskeeper, secretarial, word processing, general clerical, etc.) The approximate number of hours needed (i.e., 8-5 M-F, 20 hours, 8-1 M-Th, 8-5 Wednesday). The date and time to start. The name of the individual to whom to report and the location. (See PUR 1.30 for additional info on contracted services.) b.    For consulting services and personal services performed by an individual, see PUR 1.40. c.    For temporary SPA employees, see HR 1.30.
22.   Textbooks and Course Pack Materials	See AUX 10.10.
23.   Titled Items	Specify generic reference (such as book, sheet music, film, etc.) on the electronic requisition.
24. Vehicle Purchase	When buying a van or truck, request ordering information from Purchasing Services. Submit an electronic requisition. Specify on the requisition: quantity, description, optional equipment, interior and exterior vehicle colors. The purchase order will be sent to Purchase & Contract in Raleigh for processing. When the vehicle arrives at the dealer, Purchasing will be notified. Purchasing will notify the department when the vehicle is ready for pickup and will provide detailed instructions for picking up the vehicle, obtaining a license tag, and payment of  fees. (See PUR 3.10 for additional information.)

 

Instructions for Preparation of Forms	Effective:     June 29, 1999
Name of Forms:       Requisition Input/Authorization Form (CD-0022)      Requisition Input Continuation Form (CD-0023)	Supersedes: April 12, 1995

This form is used as an internal document to assist with the electronic creation of a requisition.

The following options are available:
 
• Blank Requisition Input/Authorization forms and Requisition Input Continuation forms may be ordered from the U-Business Web site.
• Click here to go to the Requisition Input/Authorization form in PDF format.  You may then fill out the form on-line and print for signature; or you may print a blank copy of the form ready to fill out by hand or typewriter.

Normally, completed forms are for internal use only and are usually retained at the office generating the requisition.

EXCEPTIONS:
1.    When an emergency purchase order is needed (or when a requisition must be processed when the requisitioning system is down), the original and one copy of this form must be hand delivered to Purchasing with appropriate authorization. (See PUR 1.20.)

2.    When a change order is required after the purchase order has been created, this form must be completed (to indicate the difference in the original order), approved, and forwarded to Purchasing.

3.    If a Contract and Grant account is used and if the requisition or change order is for any of the following items, forward a copy of this form (indicating the electronic requisition number) to the Office of Sponsored Programs:

- foreign travel airline tickets
- equipment charged to a 5XXX object code
- contracted/consultant services
4.    When two or more different departments share the cost(s) of an item(s), this form shall be used. The originating department shall type the form (include account number and percentage or amount to be paid from that account), have it signed by the Department Head or Dean, and  forward to the department that is sharing the cost. This department shall type in the appropriate  account number and percentage or amount, have it signed by the Department Head or Dean and  forward to Purchasing. Only one copy of the form is required by Purchasing.

5.    When using the 001 standard text code to indicate that attachments will follow in campus mail, forward a copy of the input form (with the electronic requisition number indicated) to Purchasing Services, along with the attachments.

6.    When the prospective user has been notified of approval of movable equipment related to a  Capital Project, a completed input form should be forwarded to the Capital Projects Coordinator. The requisition will be transmitted to Purchasing through the Capital Projects Coordinator. (See VCB 1.10.)

Refer to the Electronic Requisitioning Reference Manual for an explanation of each of the items to be completed on the Requisition Input/Authorization form. The Electronic Requisitioning Reference Manual can be obtained by contacting the Information Systems Liaison in the Purchasing Department (ext. 3153).