Policies & Procedures Manual - Elizabeth City State University

400.1.2Adopted: 06/14/05Amended: 12/16/08Page 1 of 1ELIZABETH CITY STATE UNIVERSITYUnauthorized PurchasesPreambleIt is the policy of Elizabeth City State University (ECSU) to be excellent stewards of the publicfunds entrusted to it. These funds, regardless of the origination, require that we make judiciousdecisions in managing the funds for the benefit of the University and ultimately, the citizens ofthe State of North Carolina. We commit, through our business practices, to seek competition andto engage the best procurement practices in the execution of our function.An unauthorized purchase is any expenditure that does not conform to the procurement rules,regulations, statutes of the State of North Carolina and ECSU.1. Purchase CommitmentsThe ECSU Purchasing Office has the exclusive responsibility for making all purchasecontracts entered into for the University except rental or purchase of real property.2. Personal ObligationPurchases charged against University funds that are not made in accordance with universitypolicy will be the personal responsibility of the individual placing the order. Thus, ECSU’sChancellor or Vice Chancellor for Business and Finance may disapprove any unauthorizedpurchases whether at the time of invoicing or awareness.3. Penalties for Non-ComplianceCompliance with University and State Purchasing guidelines is crucial to the operations ofthe university. Employees who do not follow appropriate purchasing guidelines will besubject to the penalties listed below.A. First Offense - The employee will be notified in writing (with a copy to theemployee’s supervisor) that s/he will be required to attend purchasing training. Theemployee may also be required to pay for the item purchased. Purchasing authoritywill be suspended until the employee under goes additional purchasing training.B. Second Offense - The individual will be required to pay for the item purchased andthe individual’s purchasing authority maybe terminated. Any SPA employee, whoviolates this policy twice, shall be subject to disciplinary action as set forth inapplicable provisions of ECSU and OSP policies governing SPADiscipline/Appeals/Grievances. Any EPA employee, who violates this policy twice,shall be subject to disciplinary action as provided by applicable provisions of ECSUand UNC policies governing EPA employees.