Policies & Procedures Manual - Elizabeth City State University

400.1.44Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYRepair of Out-of-Warranty EquipmentService CallsRequest for out-of-warranty service to be performed and not covered by a maintenance contract mustbe made by a purchase requisition submitted for approval, to the Purchasing Department. If theneeded repair is an emergency, the Purchasing Department may assign a purchase order number tothe telephoned service request and authorize the requesting Department to contact the service agencybefore a confirming purchase requisition is submitted to the Purchasing Department.Return for ServiceA department with out-of-warranty equipment which must be returned to the manufacturer orsupplier for repair must send a purchase requisition to the Purchasing Department describing thenature of the repair and indicating the name of the supplier and the purchase order number from theoriginal purchase, if available. The department will also furnish shipping instructions and anestimated cost from the vendor.ShippingThe equipment to be returned for service will be picked up by Central Receiving and returned to thecompany in accordance with the shipping instructions. Central Receiving will charge UPS shippingcharges to the requesting department using the account number appearing on the purchaserequisition which authorized the repair. The Central Receiving Clerk will forward these charges tothe State Funds Accountant on a weekly basis. Incoming freight charges will be paid by thecompany and added to the repair invoice.Please see: Policy 400.1.377: Maintenance and Service Contracts