Policies & Procedures Manual - Elizabeth City State University

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400.1.40Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYPurchase of Office, Lounge and Institutional FurnitureState ContractsThe State maintains contracts for almost all types of furniture required for offices and lounge areas, anduniversity requirements must generally be met from these contracts.Purchase AuthorizationsAdding or replacing furniture requires the submission of a completed purchase requisition to thePurchasing Department.Lead TimeIt requires approximately 60 days to affect delivery after placing an order for furniture. Therefore,furniture needs should be anticipated as far in advance as possible.AssemblyFacilities Management should be contacted for assistance in assembling furniture.WarrantiesDepartments should keep good records of purchase orders for furniture, particularly those involving termcontracts. Some of these items have warranties up to ten years, but in order to be valid, the respectivepurchase order must be presented.
400.1.41Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYMeals and Lodging for GuestsGuestsPersons who are invited to the university to participate in a program sponsored by a department, or forother approved reasons, may be provided meals and lodging paid for by the sponsoring department, aslong as a stipend is not being received by the invitee in which these expenses are included.Departments should be sure, in advance, that funds are allocated for paying such expenses.Other CostsOn occasions when a guest is accompanied by a representative of the host department, the cost of therepresentative’s meals also may be borne by the department. Charges for alcoholic beverages are notpermitted against State funds.Requests for PaymentUpon request, the university dining hall or lodging facility will bill a department for services providedto guests rather than requiring payment in cash. Requests for payment should be made by using theCheck Request form. The Check Request form should be accompanied by a copy of the invoice or bill.A brief description or explanation of the charges should be written on the Check Request form.Purchase RequisitionWhen university facilities are unavailable to guests, it is permissible to utilize commercial eatingand/or lodging establishments on a charge basis. To cover charges of such nature, a purchaserequisition must be prepared and submitted to the Purchasing Department, giving a brief explanation ofthe event.
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400.3.1.6Cash Disbursements40 Direc
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19. ECSU has also employed private
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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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400.4.109. All persons receiving fu
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Policies & Procedures Manual - Elizabeth City State University

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