Policies & Procedures Manual - Elizabeth City State University

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400.1.37Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYMaintenance and Service ContractsMaintenance Service ContractsFor some types of equipment, such as specialized scientific apparatus, it is often most economical toarrange for a service or maintenance contract with the manufacturer or service agency. The costs ofservice on this equipment must be borne by the using department and usually involves a service callcharge, labor, and parts charges each time repair or maintenance is required. While parts and suppliesare usually not covered in the service contract, the savings on service calls and labor charges canmake the lump sum payment for a service contract very reasonable. Maintenance Service contractscan also be established for computer software and electronic on-line data subscriptions. The initialpurchase of software often requires the establishment of a software “license” which usually includesa written agreement.Purchase Requisitions RenewalsA service or maintenance contract is initiated by submitting a Purchase Requisition to the PurchasingDepartment. Expendable parts are not usually covered under a maintenance agreement, and a separateconfirming Purchase Requisition must be issued and submitted to the Purchasing Department forcharges not covered by a contract. The continuation of established maintenance service contracts tosubsequent years may be accomplished by submitting a new requisition to the Purchasing Department60 days prior to the expiration of an existing contract. Each renewal requisition must clearly makereference to the existing purchase order number established for the original agreement/contract. Anew written agreement need not be included with the requisition if . the previous written agreementon file in the Purchasing Department has been subject to legal review and has not been changed by thevendor. When the written agreement is included with the requisition, it must be signed by thedepartment before it is sent to the Purchasing Department.Legal ReviewAll written contracts/agreements in excess of $5,000 must be reviewed by the University’s legalcounsel prior to the issuance of a purchase order. Upon any subsequent renewal of a maintenanceservice contract, legal review of the written agreement is not required unless changes were made tothe agreement by the vendor.
400.1.37Contract TermMaintenance Service contracts can be established for a period of twelve months or less. Contractsmay be renewed at the end of an initial contract period.Purchasing AuthorityAll contracts are subject to the University’s applicable delegation of $35,000. Anyagreements exceeding $35,000 must be routed to the State Division of Purchase and Contractfor approval by the Board of Award.CompetitionUsually, maintenance service for equipment or software is purchased from the original manufactureror supplier. If the user wants to contract for maintenance or service from a vendor other than theoriginal manufacturer or supplier, competition for the service is encouraged, unless a case for singlesource (other than the original manufacturer or supplier) acquisition can be justified in writing andapproved by the appropriate purchasing authority.Service RequestsOnce equipment is covered by a maintenance contract, service may be requested by the usingdepartment directly from the manufacturer or service agency.
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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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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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400.3.3.4b. A mailing address to wh
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400.3.4.25. Responsibilities of ECS
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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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