Policies & Procedures Manual - Elizabeth City State University

400.1.17Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYCorrespondence with VendorsPurchasing DepartmentFollowing the transmittal of a purchase order to a vendor, all correspondence, except expediting, inconnection with the fulfillment of the order or contract is to be handled by the PurchasingDepartment.Changes to Purchase Orders“Terms and Conditions” on the back of the purchase order state that the “order is placed subject toshipment at prices, amounts and transportation rates not in excess of those indicated on the face of thisorder.” Additionally, the purchase order states that ECSU will not be responsible for goods or servicesin excess of the purchase order amount. In an effort to assure that the vendors and the University stayon solid ground, departments are encouraged to communicate with the Purchasing Department if apurchase order change is desired.ExpeditingTo assist in expediting deliveries, departments are authorized to contact vendors concerning the statusof orders in cases of emergencies and past-due deliveries. Care must be exercised that duplicateshipments are not made as a result of these inquiries. Copies of any correspondence should be sent to,the Purchasing Division for placement in the Purchase Order file.Changes in TermsIt must be understood that in direct correspondence between department and vendor no terms andconditions of the order, including destination of shipment, can be changed; additional items cannot beadded to the order nor can any part of the order be cancelled. Any changes in an issued PurchaseOrder must be made by the Purchasing Department and issued on a Purchase Order Change.Complaints to VendorsSee Policy 400.1.36: “Complaints to Vendors”