Policies & Procedures Manual - Elizabeth City State University

400.1.12Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYEmergency or “Pressing Need” PurchasesGeneralThe Secretary of the Department of Administration of the State of North Carolina has delegatedto the various State 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.