Under $5000 -(entire purchase including shipping and tax) May be purchased by determining the best vendor source, placing an order using the small purchase voucher number, and then processing payment to vendor when both item and invoice are received. If the purchase is for an item on State Contract, the designated vendor(s) must be used.
OR, you may use the University Purchasing Visa Card. Refer to the Purchasing Card section of our WEB for more information on this process. Charges are allowed up to $2500, still using same rules and regulations established for the Small Purchase. Monthly feed from the bank will directly charge your individual Project/Grant which is tied to the purchase card.
There are some exceptions to the $5000. Refer to Small Purchase (Voucher) Special Category ID Definitions on the WEB or in your Peoplesoft Manual.
Note: If vendor requires a hard copy document, you may fax him your requirement on a Small Purchase Form. Should the vendor refuse this document, then use the Purchase Requisition process.
$5000 - $500,000 - You should enter your requirements into the automated system. After all required department, college, and special approvals are given, document is assigned to appropriate purchasing agent. Agent reviews the document. If it is for a State Term Contract item, Purchasing will issue the purchase order within 2 - 3 days depending on workload. Requests for non-contract goods or services must be written quoted by Purchasing. You should allow 4 - 6 weeks from receipt of the document in Purchasing until a purchase order is issued. Request for Sole Sourcing must be noted on the requisition at time submitted, with backup justification to follow. Requisitions must contain complete description/specifications. Quote responses are evaluated and purchase order/contract issued.
Above $500,000 - You should enter your requirements into the automated system. If it is for a State Term Contract item, Purchasing will issue the purchase order within 2 - 3 days depending on workload. Requests for non-contract goods or services above $250,000 must be submitted to the State of North Carolina Division of Purchase and Contract for processing. Requests for Sole Sourcing must be noted on the requisition at time submitted, with backup documentation to follow. If a sole source request is involved, Purchasing will obtain a written quote before submitting the request to Purchase and Contract. If applicable, Purchase and Contract will either certify the sole source purchase, or they will publish State Bids. Responses to State Bids are returned to the using agency for review and recommendation before certification of the purchase. Once purchase certified by Purchase and Contract, Purchasing will issue the purchase order/contract. You should allow at least 60 - 90 days for this process until the time the purchase order is issued. Requisitions must contain complete description/specifications.
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