Policies & Procedures Manual - Elizabeth City State University

400.1.28Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYPrintingECSU can Handle Jobs Up to $10,000The State has delegated to ECSU the authority to handle printing contracts up to $10,000. Allprinting contracts over this dollar limit shall be handled by the NC Division of Purchase andContract. However, ECSU may send work directly to the Department of Corrections.If the NC Div of P&C Handles JobRequisitions must be sent to the NC Division of Purchase and Contract for all jobs which theyhandle—anything over $10,000. Requisitions should be submitted to the NC Division of Purchaseand Contract or to the Department of Correction well in advance of actual need.For Printing Only Jobs < $500 are Small PurchasesExpenditures up to $2,500 are considered small purchases for printing purposes only. However, G.S.148-70 does require the use of the Department of Correction will be used if it is capable of satisfyingthe printing requirement.Requirements for All Jobs Handled at ECSUAll printing contracts handled by the University over $2,500, which cannot be satisfied by theDepartment of Correction in accordance with G.S. 148-70, shall be handled as follows:(1) Competition must be solicited, where available; and(2) All transactions shall be documented. This includes a record of all quotes received,written and verbal, and written reason for award to other than low quote. Writtenreasons for waiver, emergency and pressing need transactions shall also be a matter ofrecord; and(3) All purchasing files must be retained for a period of five years after expiration. Thisincludes purchase orders, quotes (verbal and written), waivers, emergency and pressingneed transactions. All supporting documentation must be kept in the file during thisretention period (Examples: all quotes received, reason for contracting with other thanlow quote or with sole source as a waiver or-an-emergency or pressing need, copy ofpurchase order and any correspondence; and