Material & Disbursement Services (MSD)
POLICY 9
Effective Date: 03/01/1998
Last Modified Date: 03/29/2005
Delegation
Each department has budget authority and responsibility to use the small order procedure. The chairman, dean, or director may delegate this authorization to specified departmental personnel. Each individual authorized to use the procedure must be held accountable for unauthorized purchases or improper practices. Repeated misuse of the procedure may result in the department's losing its authority to use the procedure.
Purpose of Procedure
- The small order procedure may be used to facilitate departmental purchase of domestic supplies or materials not stocked in the University storerooms.
- The only services that may be purchased through this procedure are repairs and maintenance under object codes 3513 through 3517.
- Regardless of its dollar value, any written contract for repair or maintenance services must be reviewed by Purchasing Services and University legal staff before it is signed by any University employee.
Responsibility to Purchase Wisely
Although competition is not required, individuals using the small order procedure must search for best-value products before expending University funds.
Environmental Responsibility
As the leading State university, UNC has a responsibility to purchase products with the least environmental impact. Governor Easley's Sustainability Initiative and Executive Order 156 direct all State agencies to develop, and incorporate into their daily operations, policies and practices that preserve natural resources, conserve energy, eliminate waste and emissions, and lessen overall environmental impact.
Restrictions on Use
The small order procedure cannot be used for the following:
- Orders over $5,000 (including taxes and delivery charges); orders may not be split to avoid this threshold
- Personal services provided by an individual who has no employee affiliation with UNC and who provides a service to the University, such as a consultant, a speaker, or a performer
- Gases
- Radioactive materials
- Printing; all printing services (printing, binding, copying, composition and artwork, etc.) must be referred to UNC Printing Services
- Purchases from overseas vendors
- Items carried in University Storerooms
Items ordered by Check Request or Purchasing Card must be delivered directly to the department by the shipper.
Paying for Small Orders
Small orders are paid via a Purchasing Card, monthly MMD statement, or Check Request transaction.
Material & Disbursement Services monitors the small order procedure to ensure compliance with University policies and State purchasing laws and regulations. A feedback memo (inquiry) will be sent on Check Request or Purchasing Card transactions that do not appear to comply. Replies to such inquiries are required and are held in the University's purchasing files for audit purposes. Repetitive non-compliances will be referred to the appropriate department head.
Additional Information
See also:
APY Policy 1, Summary of Payment Forms
APY Procedure 1, Check Request
APY Procedure 4, Expediting Check Request Payments
Return to Material & Disbursement Services Section Contents
Return to Business Manual Table of Contents