THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 09/17/00
PURCHASING DEPARTMENT OPERATING PROCEDURES
REVISED DATE: 04/30/04
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2
PROCUREMENT
SUBJECT
2.85
EMERGENCY/MANUAL PURCHASE ORDER PROCEDURE
GENERAL INFORMATION
This procedure provides guidelines in the processing of an emergency request utilizing a manual purchase order procedure.
This procedure will be utilized for the processing of emergency purchases required during any automated purchasing system
downtime or in the event that departmental approval (authorized signature) is unavailable for an emergency procurement.
AUDIENCE
Applicable to Procurement Staff and designated Satellite Buyers.
GUIDELINES
1.
Prior to the start of each new fiscal year, the purchasing system coordinator will create and print a current
“Emergency Purchase Order Log”. The log will consist of a listing of reserved purchase order numbers and blank
fields for the tracking of the following information: date purchase order was used, vendor name, department, reason
for emergency, and the buyer processing the emergency request.
2.
The Emergency Purchase Order Log book will be located in the Purchasing Agent’s office. It will be the
responsibility of the Purchasing Agent to contact TDCJ Purchasing in Huntsville advising them of the first twenty
(20) purchase order numbers reserved for their use in case of emergency.
3.
The buyer assigned to process the request/requisition will be responsible for determining the need to process the
request utilizing the emergency/manual purchase order procedure.
4.
It is the responsibility of the requesting department to furnish to the buyer, at a minimum, the following information:
valid account number, requester/authorized user’s name, quantity, item description, suggested source, and emergency
justification.
5.
Once the required information has been received from the requesting department, the buyer is responsible for
entering the appropriate information on the emergency log sheet next to the purchase order number being assigned to
the emergency request. The buyer then processes the request in accordance with the Best Value Procurement
procedure.
6.
Once the automated purchasing system is available and/or departmental approval is received, the buyer is responsible
for creating a “manual” purchase order in the automated purchasing system.
EXCEPTIONS
There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Purchasing
Agent.
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