Emergency Purchases

I. PURPOSE

To outline responsibilities and procedures for obtaining goods and services under emergency situations.

II. RESPONSIBILITIES AND PROCEDURES

A. No open charges against the University may be made by any employee, except for an emergency. An emergency situation is determined to exist when:

1.The physical plant is placed out of commission, or such a condition appears imminent, resulting from legitimate reasons, such as mechanical failure.

2.The teaching function of a class in progress will cease due to lack of supplies, the need for which could not be foreseen through careful planning or preparation (i.e., owing to mechanical failure).

3.The research function of a project in progress will cease due to lack of supplies, the need for which could not be foreseen through careful planning or preparation resulting from mechanical failure (i.e., owing to mechanical failure).

B.Notice of emergency commitments should be made in writing to the Director of Purchasing Services immediately after such action. Proper notice should include:

1.An Electronic Requisition.

2.An invoice or delivery ticket showing date of order and pickup, and the signature of the person receiving the item.

3.A letter setting forth the reason(s) or nature of the emergency requiring deviation from the routine procedure, approved by the department head and the applicable Dean or Division Director.

III. EXCEPTIONS

NONE

IV. RELATED ITEMS

Purchasing Authority (University Purchasing Policy, 1.A)
Competitive Bidding Guidelines (University Purchasing Policy, 3.A)
Exceptions to Bid Guidelines (University Purchasing Policy, 3.B)
Sole Source Purchasing (University Purchasing Policy, 3.C)
Limits of Authority (University Purchasing Policy, 8.A)

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