PUR 1.20 - Emergency Purchases
Responsible Office(s): Purchasing Services                                                                Effective: June 30, 1995

A.    Purpose.

Defines and governs emergency purchases.

B.   Scope

Applies to all university departments and activities.

C.    Policy.

1.    Definition and Cause of Emergencies.
An emergency is an unexpected situation of a serious nature that demands immediate action. Although emergencies do occur through failure of equipment and other unforeseen conditions, frequent emergency orders may indicate poor planning, coordination, and organization.

2.    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 effected by Purchasing Services on the basis of verbal contacts with department heads and vendors, and followed up with required written documentation.

3.    Vendor Contact.
Normally, under no circumstances should personnel other than Purchasing Services deal with vendors. 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.

4.    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.

D.    Procedures.

1.    Emergency Purchase Order.

     a.    If an emergency purchase order is desired, the department must complete a Requisition Input/Authorization Form in duplicate (see PUR 1.10), 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 ACG 1.50.) 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 PUR 1.10.)

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 CSH 1.20.)