Purchasing Manual

This manual is an official guide for the departments, schools, divisions, offices and other organizational entities of UNC Charlotte. These Policies should be used for the procurement and handling of supplies, materials, equipment, and services as directed by the General Statutes of the State of North Carolina and University Administration as stated in University  Policy Statement #601.11.

Many of the Policies and Procedures in this manual have been updated during the past year. They have been effectively developed and implemented with the cooperation and support of the University faculty and staff.

We hope you will make use of this manual. Please contact the University Materials Management Department if your specific question is not covered.

As purchasing policies or procedures change, this web page will be updated.  Please bookmark this site and refer to it often.

Randy Duncan
Director of Materials Management

Section 1: General Information

1. Organization of the Materials Management Department

2. Code of Ethics

Section 2:  Who may Purchase?

1. Purchase Authorization

2. Unauthorized Purchases

3. Purchases for Personal Use or Convenience of Employees

4. Contract Signing Authority

Section 3:  Anticipating a Purchase

1. Solicitations/Demonstrations

2. Evaluation of Equipment for Vendors

3. Correspondence with Vendors

4. Export Control

Section 4:  Types of Purchases

1. State Term Contracts

2. Solicitation of Bids and Quotations

3. Sole Source Purchases

4. Waiver of Competitive Bidding

5. Standing Purchase Orders

6. Emergency Purchases

7. Purchases from University Facilities

8. Purchases from Commercial Vendors

9. Consultant Services

10. Contractual Services

11. Purchasing Used Equipment

12. Renting and Leasing Equipment

13. Cash Purchases and Petty Cash Procedures

14. Procurement Card

Section 5: After the Order has been Placed

1. Changes to Purchase Orders

2. Expediting, Follow-Up and Transaction Inquiries

3. Merchandise Returns

4. Central Receiving Service

5. Resolution of Discrepancies Between Purchase Order Total and Invoice Total

 Section 6:  How to Purchase

1. Printing

2. N/A

3. Books

4. Carpeting

5. Refreshments

6. Purchase of Live Animals for Research

7. Purchase of Radioisotopes

8. N/A

9. Rental of Data Processing Equipment

10. Purchase of Minor Construction, Building Repair, and Renovation

 Section 7:  Service Contracts

1. Repair of In-Warranty Equipment

2. Repair of Out-of-Warranty Equipment

Section 8:  Asset Management

1. Responsibility for Supplies & Equipment after Purchase

2. Removal of University Equipment from Campus

3. Equipment/Inventory Management

4. Federal Surplus Property

5. University Surplus Property

Section 9:  Miscellaneous

1. Responsibility for Supplies and Equipment after Purchase

2. N/A

3. N/A

4. Federal Surplus Property