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 when Purchase Order is not in place prior to goods received:
    • If an unauthorized purchase occurs, employees involved in the purchase must attend Procurement training and the goods may need to be returned if not properly procured.  Fees associated with the unauthorized purchase must be paid by the department procuring the goods.
    • If unauthorized purchases continue, the employee’s supervisor will be notified and if necessary requisition access rights may be temporarily removed.


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

    • If an unauthorized purchase occurs, employees involved in the purchase must attend Procurement training.
    • If unauthorized purchases continue, the employee's supervisor will be notified and if necessary requisition access rights may be temporarily removed.

     

    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.