Unauthorized Purchases

UNAUTHORIZED PURCHASES

(Purchase of Goods or Services before a Purchase Order is created)

In accordance with NC Statutes, http://www.ncleg.net/gascripts/statutes/statutelookup.pl?statute=143-58, a Purchase Order must be in place before any goods are ordered or any services rendered.  The college’s visa purchasing card may be used within purchasing card guidelines.

GUIDELINES:

  1. Unauthorized purchase of GOODS  is when a Purchase Order is not in place prior to goods being ordered:
  • First occurrence: If the goods have been received, the Department will return the goods immediately and pay for any associated fees.  If the goods have not been received, the Department will cancel the order and pay for any associated fees.  Departmental purchasing access will be frozen until employees involved in the purchase attend Procurement's Unauthorized Purchase training.
  • Second occurrence: Departmental purchases will require Vice President approval prior to entry of all requisitions for a 6 month period.


 2.  Unauthorized purchase of SERVICES  is when a Purchase Order is not in place prior to  
      services being rendered:

  • First occurrence: Freeze Departmental purchasing access until employees involved in the purchase attend Procurement's Unauthorized Purchase training.
  • Second occurrence: Departmental purchases will require Vice President approval prior to entry of all requisitions for a 6 month period.


The revised Procurement Unauthorized Purchase Form can be found under Forms.

Unauthorized Purchase and additional Procurement trainings: View Procurement's Current Announcements page for upcoming Procurement training opportunities.

NOTE: Purchase orders issued after a purchase has been made are only to be allowed with the Procurement Departments approval. No department or individual is allowed to make purchases without a purchase order number being assigned in advance or by using a procurement card. Procurement has sole authority to make exceptions to this procedure when requested in advance.