Policies & Procedures Manual - Elizabeth City State University

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400.1.21Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYReturn of Merchandise to VendorsVendor’s PermissionNo supplies or equipment should be returned to a vendor for any reason withoutobtaining the vendor’s permission and shipping instructions.Permission for Shipping from the Purchasing OfficeDepartments desiring to return materials to a vendor should notify the Purchasing Departmentexplaining the reason for the desired return. The Purchasing Department will try to secure permissionfrom the vendor for return of the materials and will obtain shipping instructions. The PurchasingDepartment will notify Central Receiving, and Central Receiving will pick up the materials from thereturning department and ship them back to the vendor.Costs of ReturnThe return of merchandise can be for a number of reasons: in-warranty or out-of warranty repairs,incorrect or defective materials, or over shipment. Financial responsibility for the costs of returns willdepend on the reason for the return. Generally, when materials are returned as a result of an error bythe vendor or because materials are defective, freight charges and other direct costs involved are theresponsibility of the vendor; otherwise, the department for which the return is being made must bearthe cost involved.Restocking ChargeMost vendors will charge at least a 20% restocking charge when merchandise is returned as a resultof an over-purchase or where the University erred in requesting the materials. If there is a restockingcharge, the return of an item to a vendor is not economically feasible if the value of the item is lessthan $20.
400.1.22Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYContractual ServicesDefinitionA general service contract is defined as any agreement in which an independent contractorperforms services requiring specialized knowledge, experience, expertise, or similar capabilitiesfor a state agency for compensation from state funds. The services may include (by way ofillustration, not limitation) services such as maintenance of buildings or equipment, auditing, filmproduction, employee training and food services, provided that the service is not primarily forreview, analysis, evaluation, or advice in formulating or implementing improvements in programsor services (in which case consultant services procedures apply). Most services such as janitorialservices and security services are considered “general services” contracting. General servicescontracts are subject to obtaining competitive quotations and bids as outlined in Policy 400.1.6.Rules Established by the NC Division of Purchase and Contract that ECSU Must FollowWhen Seeking to Obtain a Service Contract1. A Purchase Requisition and attached memo justifying the need for the service andconfirming that funds are available for such purpose shall be on file with the ECSUPurchasing Department.2. After completing justification for the service, (evident by the approved Purchase Requisition),ECSU’s Purchasing Department shall prepare a complete task description, outlining in detailthe services required. Specifications for all services expected to cost over $2,500 must be issuedin written form, via a Request for Proposal (RFP), Invitation for Bids (IFB), or Request forQuotation (RFQ).3. Before seeking services from the private sector, the Purchasing Department and theRequisitioning Department shall investigate sources within state government, the StateUniversity system, and the Department of Community Colleges which may be able to providethe services. If it is determined that such resources are not available, the requirements can thenbe publicized to the private sector.4. Certain categories of services (e.g., informational processing, auditing) require review andapproval of the state agency (ies) responsible for related services for the state. Such reviewserves two purposes: 1) To determine whether the resources to perform the service already existwithin state government and need not be duplicated; and 2) To ensure that specifications areappropriate. The NC Division of Purchase and Contract will assist agencies in obtainingreviews as required.
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400.1.503. Commodity classification
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400.1.51Adopted: 06/14/05ELIZABETH
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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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Policies & Procedures Manual - Elizabeth City State University

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