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Q: I’m new in my department and I need to be trained on how to requisition and receive items. Who should I contact?
A: Call Doris Cook in purchasing at x3320 to make an appointment for on-line requisition training, and then call Debbie Johnston in Accounts Payable at x3308 for on-line receiving training.
Q: Is on state contract?
A: Of course the Purchasing Department can answer this question for you, and they are more than willing to do so when you call. But it may be helpful to know that you can find this information on the Internet as well. The North Carolina Division of Purchase and Contract provides state contract information on their homepage. Product descriptions are available, as well as the names of state contract vendors. Alphabetical listings by product type are provided, along with information about maintenance contracts on the products, and much more. The contracts can be found at http://www.doa.state.nc.us/PandC/keyword.htm
Q: Does this item have to be bid?
A: That depends on how much the item costs. Under $2,500, we are not required to seek bids. Over $2,500, an item must be bid and the formality of the bid depends on how much money is being spent. The more expensive an item is, the more formal the bid process will be. Check the Spending Guidelines for a more complete description.
Q: How long does the bid process take?
A: That depends on the formality of the bid process. A quote that can be obtained over the telephone or by fax takes a lot less time than a more formal "Request for Quotation". More formal bid processes require the vendors to respond in writing, and enough time must be allowed for the vendor to respond. The amount of the purchase determines the formality of the bid. Generally speaking, the more expensive the purchase, the more time required to complete the bid process.
Q: I need to buy something locally. What should I do?
A: If the total cost of the item is under $300, you can use a Small Purchase Order to make your purchase. If the total is over $300 to include tax, you should use a Regular Purchase Order.
Q: How long does it take to get a purchase order?
A: The purchasing department process Requisitions twice daily, AM and PM. The Requisition is transferred to a purchase order, which will print in the AM or PM. So, for a simple order, it often takes only one day to get a purchase order. Of course, some orders require more research by the purchasing department, and this requires more time. Additionally, items that must be bid require time to complete the bid process before a purchase order can be issued. For the length of time it takes to process a bid, please see How long does the bid process take?
Q: What should I do if I want to cancel a purchase order?
A: Write, “cancel” on the pink copy of the purchase order, and send it to Purchasing.
Q: Should I use a purchase order or a check request?
A: Generally, a purchase order is used to pay for goods and services received by the university. However, there are exceptions. Check requests are used in certain situations, such as registration fees or subscriptions. Petty cash is another alternative for items under $30. For a complete explanation of what to use when, please see What to do When.
Q: What object code should I use?
A: If you don’t know which object code to use you can access the Chart of Accounts, Object Code listing.
Q: What should I do if I receive the original invoice for my purchase order?
A: Send the invoice to Accounts Payable. Please make sure the purchase order number is written on the invoice.
Q: I need to purchase items from a specific vendor and my purchase will exceed the $2500 threshold. What should I do?
A: You must complete a Sole Source Justification form. Requisitions for items that are to be purchased from a specific vendor, where substitutes to the vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make substitutes unsuitable. The principal investigator, department chair, or director must sign the justification. The Director of Purchasing or designee determines whether the justification is appropriate. Justifications are to be supported by factual statements that will pass an internal or federal audit. It is the salient features of a product that make it a sole source.
If you have any questions that we haven’t answered here or you have questions you need to have answered right away, please do not hesitate to contact us at x3320.
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