Policies & Procedures Manual - Elizabeth City State University

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400.1.10Adopted: 06/14/05Amended: 03/08/11Page 1 of 1ELIZABETH CITY STATE UNIVERSITYSmall Dollar PurchasesPreambleSmall purchases are recognized by Elizabeth City State University as items, print jobs or servicescosting $5000 or less. Items appearing on a state contract must be purchased from that contract.If a contract does not exist, it is not required, but recommended that price checks are done tolocate the best price.1.ProceduresSmall purchases are processed by using the standard requisition process. All levels ofsignatures are required. In situation where vendors do not accept purchase orders, thepurchasing card (p-card) may be used.Orders costing over $5000 must have three price quotes accompanying requisition. It isunlawful to split orders to evade the purchasing process.2.Special NoticeThe small purchase order procedure used in the past is no longer applicable.
400.1.11Adopted: 06/14/05Amended: 03/08/11Page 1 of 2ELIZABETH CITY STATE UNIVERSITYBlanket or Standing Purchase OrdersPreambleElizabeth City State University recognizes and accepts the purpose of a blanket or standing orderis to eliminate multiple orders. Blanket orders can also help save time and speed up thepurchasing process. This is recognized with quick turn around time for products or service.1.DefinitionA “blanket order” is a purchase order that has been issued to a vendor, against whichpurchases may be made. When repeated purchases of the same type of supply item areexpected, multiple purchase requisitions may be eliminated by submitting one purchaserequest to establish a standing order. The purchase order can be used until the remainingfunds on the order are exhausted. A new purchase order can be issued once the order reachesa zero balance.2. Supplies OnlyStanding orders are issued for supply type items only. Purchasing of equipment must berequested on a purchase requisition as the need arises.3.4.ApprovalRequests for standing orders are approved by the Director of Purchasing. The request can bemade on a purchase requisition.CompetitionAll standing orders are subject to the rules of competitive procurement. “Non - Competitive”standing order must be accompanied by conclusive documentation detailing the rational forusing a single source. (Please see ECSU “Sole Source or Brand Specific Purchases” Policy)Estimated cost prior to the issuance of the purchase order results in each requestingdepartment’s budget being encumbered in the amount of that cost as indicated on thepurchase requisition. If a standing order is cancelled, the outstanding balance on the orderwill be liquidated, thus making the funds available for other purchases.5.EncumbrancesOutstanding encumbrances on standing orders written against state appropriated funds revertsto the state account at the end of the fiscal year; therefore only sufficient funds to cover theanticipate purchases should be requested on the purchase requisition.6. DescriptionA blanket order requisition should contain the following: Vendor name and address, type ofcommodity, requesting departments’ name, the estimate dollar amount and the appropriatesignatures.
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400.1.44Adopted: 06/14/05ELIZABETH
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400.1.45final debiting of your univ
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400.1.47AdditionsAdditions increase
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400.1.48Long-Term ConstructionThe l
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400.1.503. Commodity classification
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400.1.52Transfer of Federally Owned
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400.1.56Adopted: 06/14/05New Defini
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400.1.58Adopted: 06/14/05Definition
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400.1.60Adopted: 06/14/05ObjectiveE
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400.1.61Departmental Head's Respons
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ELIZABETH CITY STATE UNIVERSITYChan
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ELIZABETH CITY STATE UNIVERSITYTime
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ELIZABETH CITY STATE UNIVERSITYOSC
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400.3.1.1Adopted: 06/14/05ELIZABETH
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400.3.1.2• provides automated con
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400.3.1.3An individual might have a
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400.3.1.43. The single digit Univer
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400.3.1.53. The following are the p
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400.3.1.6Cash Disbursements40 Direc
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400.3.1.8Adopted: 06/14/05Managemen
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400.3.1.11Adopted: 06/14/05ELIZABET
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19. ECSU has also employed private
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9. Overages, shortages and thefts o
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400.3.1.16Others1. The only checks
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400.3.1.17the State Treasurer in th
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2. Additional Guidance400.3.1.20Dep
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400.3.1.21Adopted: 04/23/09Page 2 o
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400.3.3.4b. A mailing address to wh
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400.3.4.25. Responsibilities of ECS
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400.4.2Adopted: 06/14/05ELIZABETH C
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400.4.6project is then entered into
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400.4.109. All persons receiving fu
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400.4.12• Received since 1st of m
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400.5.4Adopted: 06/10/08Amended: 06
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