Policies & Procedures Manual - Elizabeth City State University

400.1.46Adopted: 06/14/05Automated Tracking of POsELIZABETH CITY STATE UNIVERSITYZero Dollar Purchase OrdersThe university's automated purchasing system can only track orders which have numbers assignedby the Purchasing Department. Also, in order to provide accounting for all equipment owned by theUniversity, the Purchasing Department must route a copy of the purchase order to the AccountingDepartment for any equipment items obtained as gifts. Because of these reasons, zero dollarpurchase orders are used to document/ track shipments of goods provided free of charge. The mostcommon uses of this type of purchase order are for tracking shipments of goods received as giftsfrom corporations and other business entities or for documenting the terms of a contractualagreement for equipment demonstration models provided at no obligation to the University.Requisition NeededEven though no expenses are anticipated, each requisition for a zero dollar purchase order must citean account number. Requisitions for evaluation of equipment provided at no obligation to theUniversity must also be accompanied by a signed agreement which conforms to Policy 400.1.18,Evaluation of Equipment by Departments. Please note that although coordination with theAccounting Department is not required for equipment items which are not owned by the University(demonstration models), a purchase order is needed to document the contractual agreement and shipmentof the item(s).Please See: Policy 400.1.18: Evaluation of Equipment by Departments