Policies & Procedures Manual - Elizabeth City State University

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400.1.11Adopted: 06/14/05Amended: 03/08/11Page 2 of 27. Shipping InstructionsShipping releases against standing order are made by the requesting department. Explicitshipping instructions and the applicable purchase order number must be supplied to thevendor for each order of materials. Materials cannot be shipped against this order beyond theperiod indicated, nor can material be shipped in excess of the dollar amount, withoutauthorizationfrom the Purchasing Department.
400.1.12Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYEmergency or “Pressing Need” PurchasesGeneralThe Secretary of the Department of Administration of the <strong>State</strong> of North Carolina has delegatedto the various <strong>State</strong> agencies the authority to make emergency or “pressing need” purchases notto exceed $35,000 without following the prescribed procedure for routine purchases. ThePurchasing Department must report all emergency purchases greater than $35,000 to the NCDivision of Purchase and Contract with a written justification for handling the transactions asemergency.If Emergency or Pressing Need Is > $35,000Emergency or “pressing need” purchases costing in excess of $35,000 and not covered by aspecial delegation must receive verbal approval, if time permits, by the Division of Purchase andContract before the purchases are made. The purchase of equipment, materials and supplies willbe reported to the Division of Purchase and Contract Board of Award as a matter of record. Aswith all types of purchases, the ECSU Purchasing Department has the sole authority for enteringinto contracts to secure these materials or services.DefinitionsA pressing need is one arising from unforeseen causes including but not limited to delay bycontractors, delay in transportation, breakdown in machinery, or unanticipated volume or workand can be rectified only by an immediate on-the-spot purchase (or rental) of equipment,supplies, materials, printing or contractual services; while emergencies are defined generally assituations which endanger lives, property or the continuation of a vital program and which can berectified only by immediate on-the-spot purchases or rental of equipment, supplies, materials orservices.Notify the Purchasing DepartmentEmergency requests for purchases from commercial vendors or agencies should be brought tothe Purchasing Department by messenger with an explanation of the reason for the emergencypurchase. The Purchasing Division will solicit quotations by telephone, telegram or fax, ifnecessary; obtain the approval of the Division of Purchase and Contract, if required; and placethe order. If the situation warrants, the Purchasing Division may assign a purchase order numberto the transaction and authorize the requesting department to place the order by telephone andthen submit the covering purchase requisition on a confirming basis.
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400.1.45final debiting of your univ
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400.1.47Adopted: 06/14/05ELIZABETH
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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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