Policies & Procedures Manual - Elizabeth City State University

400.1.15Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYSolicitation by SalesmenSales AgreementsSince State policy requires that supplies and materials be obtained from State Term contracts or bycompetitive bidding (except for small order requests), solicitation of business by salesmen is of littlevalue to the salesmen. For the university, only the Purchasing Department has the authority to enterinto a sales agreement with any salesman.Salesmen Can Provide InformationSalesmen are encouraged to visit departments, however, to keep the departments informed of newitems being introduced and to assist departments by providing information on various technical aspectsof the products.Goods On Consignment Are Not PermittedIt is not permissible for a department to receive materials on consignment, pending issuance of aconfirming purchase order. Receipt of equipment for demonstration purposes is permissible providedno obligation is made to the vendor to purchase the equipment.ExpensesAll insurance for the safety of equipment on demonstration must be borne by the vendor. Shippingcharges, both to and from the university, are the vendor’s responsibility.