N C SCHOOL OF SCIENCE AND MATHEMATICS
BUSINESS OFFICE PROCEDURES MANUAL
Updated and Reviewed September 2015
SECTION 6: PURCHASING AND e-PROCUREMENT
Overview
The Purchasing Section serves as a source of information for departments that are planning to
purchase goods or services. The key responsibilities of the Purchasing Section are:

To serve as the information source for the procurement of goods and services for
NCSSM.

To assist departments in procuring goods and services necessary to complete their
mission and the mission of NCSSM.

To ensure compliance with all applicable state laws and state purchasing policies as
prescribed by the Division of Purchase and Contract (P & C) of the Department of
Administration, State Construction Office, and OSBM.

To insure compliance with NC State Term Contracts and requirements regarding
purchases from Correction Enterprises.

To ensure compliance with all NCSSM internal purchasing policies and procedures.
State purchasing can be very complex and is highly regulated. It is the goal of the Purchasing
Section to help departments navigate through the many different rules and regulations that
govern how and what a state agency may purchase.
NCSSM requires that Purchase Orders be obtained for purchases not placed against the
Procurement Card or Fuel Card, unless the nature of the purchase makes this impractical. In
these instances, proper approval must be obtained prior to purchase of the items or services.
Approval must be obtained from the Director/Dean, Vice Chancellor, Purchasing Manager,
Director of Finance and Budget, or designated representative. If possible, all requests to vendors
should be submitted on the appropriate North Carolina Request for Bid Form. These forms
include the NC Terms and Conditions. The forms are available from the P&C website.
Employees are reminded that NCSSM will not pay for any purchase made without prior
authorization, except for certain defined emergencies. Under State law, employees may be
held personally liable for obligations made outside of State and NCSSM rules and
regulations. Employees are strongly encouraged to contact the Purchasing Office if in
doubt as to proper procedures.
General Guidance
The guidelines provided in this section are intended as a general guide to purchasing at NCSSM
and are subject to change as determined by State and NCSSM officials without prior notification.
Departments should contact the Purchasing Office for more detailed policies and instructions to
complete purchase requisitions.
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
Definitions and Guidelines

Goods: Tangible in nature; including office supplies, paper, furniture, equipment, etc.

Services: Intangible in nature; including maintenance, repairs, training, etc.

Consulting Services: Services that encompass the review, analysis, evaluation, and
formulation of management functions.

Issues to be considered when awarding a bid for goods: best value for the School,
acquisition cost, transportation mode and cost, storage/inventory cost, readily available
shelf or custom item, terms and conditions of vendor (if they will not accept the NC State
Terms and Conditions), how used, in-service requirements, and vendor history.

Items that can be considered when awarding a bid for services: best value for the School,
cost, services offered, knowledgeable and trained personnel, availability of personnel,
references, and financial stability.

State Term Contract: Items that have been bid by the Division of Purchase and Contract.
Review applicable contracts for specific information and to determine whether the
contract is mandatory or a convenience. Links to contracts:
Alphabetical Listing: http://www.pandc.nc.gov/keyword.aspx
Numerical Listing: http://www.pandc.nc.gov/numlistt.aspx
Review the Purchasing Benchmarks to determine the requirements for Purchase Requests. These
are established in accordance with North Carolina Administrative Code T01:05B.0301.
Note: Division Vice Chancellors may implement more restrictive benchmarks for their
Division.
Chief Information Officer’s approval is required for all Information Technology
purchases, computer services, software, hardware, etc.
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
NCSSM PURCHASING BENCHMARK PROCEDURES
FOR GOODS & PROFESSIONAL SERVICES
Revised September 2015
Always check for product availability from Correction Enterprises, a State Term Contract,
or a UNC GA Contract.
 G.S. 148-134 gives purchasing preference to all products and services produced by
Correction Enterprises; therefore, you must order from them or provide
justification for ordering elsewhere.
 If the item or service is on a Term or GA Contract, follow the contract instructions.
 If the item or service is not on a contract, or if over the contract limits, follow the
benchmarks below.
 If an item is on a Term Contract, but is requested from another vendor, you must
cite that you are “Using Purchasing Flexibility (G.S. 116-13)” and list the Term
Contract number, NCSSM price (including shipping cost), and the savings that
result from buying outside the term contract.
Threshold
Goods and Services
Small Purchases
(Goods and Services)
-$5,000 or less (P & C
items)
-$25,000 or less for
ITS (software,
computers, etc.)
$5,001 to$25,000 (P &
C Items)
STANDARD PURCHASING PROCEDURES
Approval
Procedure
Department
Director/Dean and
Purchasing Approval
Required.
ITS requests greater
than $5,000 require
Division Vice
Chancellor approval.
Department
Director/Dean,
Division Vice
Chancellor, Director
of Finance and
Budget, and
Purchasing Approval
Required.
Commodities or services not available from
Correction Enterprises and not covered by a
term contract. The use of competitive quotes
or bids is preferred, whenever practical. Use
e-Quote or Request for Quote (RFQ).
Consult the Purchasing Department for
guidance and proper processing of requests
over $5,000.00.
Department or Purchasing MUST request 3
or more quotes using e-Quote or the RFQ
Form. All other quotes (written, faxed or emailed) must be attached to the e-requisition.
Verbal quotes are not satisfactory. Faxed and
e-mailed quotes obtained by departments
must be documented and submitted with the
request. [*Purchases or services will be
awarded to the lowest responsible bidder(s].
Consult the Purchasing Department for
guidance and proper processing of requests
over $5,000.00.
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
Over $25,000 up to
$35,000**
Over $35,000***
.
Department
Director/Dean,
Division Vice
Chancellor, Director
of Finance and
Budget, and
Purchasing Approval
Required.
Formal Bid. Must be bid through the State
of NC Interactive Purchasing System (IPS)
using a sealed bid process and the Invitation
for Bid (IFB) Form. Bid must be posted a
minimum of 10 days. The bidding process is
at least 20 days.
Information Technology requests must go to
ITS on an IFB Form for processing.
Department
Director/Dean, Vice
Chancellor,
Chancellor, and
Purchasing Approval
Required.
Formal Sealed Bid - IPS Requisition
submitted to NC Purchase & Contract to be
sent out for bid and awarded. Takes
approximately 30-45 days.
Information Technology requests must go to
ITS for processing.
* Unless there is an unusual situation that is documented by the Department Director,
approved by the Division Vice Chancellor, and provided to the Purchasing Manager.
**The Division Vice Chancellor must be added to the approval flow through Eprocurement for purchases of $5,000 or more.
*** The Chancellor may sign a written request or send approval for the purchase by email.
Executive Order 50, Enhanced Purchasing Opportunities for North Executive Order 50,
Enhanced Purchasing Opportunities for North Carolina (February 19, 2010)
As directed in EO50, issued 2-18-2010, NCSSM will:

Give preference as far as may be practicable to North Carolina resident bidders on
contracts for the purchase of goods, provided there is no sacrifice or loss in price or
quality. A “resident bidder” is a “bidder” that has paid unemployment taxes or income
taxes in this State and whose principal place of business is located in this State.

Leverage NCSSM’s buying power to provide an immediate economic benefit to North
Carolina citizens and companies.

Give price matching preference for North Carolina resident bidders on contracts for the
purchase of goods so that qualified North Carolina companies whose price is within five
percent (5%) or $10,000 of the lowest bid, whichever is less, to have the opportunity to
be awarded contracts. This is accomplished by giving the NC resident bidder the
opportunity to lower their price to meet the low bid from an out-of-state vendor.
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
Waiver of Competition
Any amount over $5,000
Department Directors/Dean must submit a written justification explaining why
competition was not solicited for the particular good or service.

Single (Sole) Source: After reviewing the justification, Purchasing will request a written
statement from the vendor stating they are “Sole Source” and send a written request for
quote (RFQ) to the sole source vendor identified by the Department. Purchasing will
make an effort to identify other vendors who may be able to provide the good or service.

Where emergency action is indicated. Approval must be obtained after the fact.

Where competition has been solicited but no satisfactory offers received. Must provide
documentation to show the efforts taken to obtain competitive bids.

Where standardization or compatibility is the overriding consideration. Documentation
required.

Where a donation predicates the source of supply. Documentation required.

Where personal or particular professional services are required.

Where a particular medical product or service, or prosthetic appliance is needed, or where
a product or service is needed for the blind or severely disabled and there are overriding
considerations for its use.

Where additional products or services are needed to complete an ongoing job or task.

Items for “over the counter” resale.

Where a particular product or service is desired for educational, training, etc.

Where equipment is already installed, connected and in service, and it is determined
advantageous to purchase it.

Where items are subject to rapid price fluctuation.

Where a used item(s) is available on short notice and subject to prior sale.
Purchasing Requirements
A completed eProcurement Requisition approved by the Department Director/Dean and/or by the
appropriate Division Vice Chancellor is required to initiate purchase requests. Departments must
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
enter a budget account code; however, this code may be changed to conform to the requirements
of the State of North Carolina’s Uniform Chart of Accounts. All supporting documentation must
be attached and submitted with a copy of the requisition or electronically attached to the ERequisition. A budget transfer may be necessary to ensure that funding is available--see Section
4 - Budgeting for more information.
Consulting Services Contracts follow the Benchmark Guidelines when they are within the
School’s delegation amount. Consulting Services are defined as work or tasks performed by
individuals possessing specialized knowledge, experience, expertise, and professional
qualifications. Whenever possible and services are available meet the needs, consulting services
shall be obtained from other State agencies. If you are considering this type of service see the
Director of Finance and Budget.
Purchasing Approach
In an effort to assist departments and to meet its mission, the Purchasing Office has developed a
“two-tiered” approach for procuring goods that do not require a bid process and are not available
on state contract. Departments have the choice of the following:
Department-Driven Approach
Departments complete all the information on the requisition, attach all supporting
documentation, and submit to Purchasing. If the information is correct, the Purchasing Office
will issue a purchase order within three working days. In this approach, the Department acts in
the capacity of purchasing agent in obtaining quotes, documentation, completing requisition, etc.
The purchasing function in this approach is to review the submitted information for accuracy and
ensure compliance with state law, purchasing rules and regulations, and internal NCSSM
procedures.
Purchasing-Driven Approach
In this approach, departments can be more general in the items requested. The Purchasing Office
will work with departments to secure prices and vendors. This approach is useful when
departments do not know the specific item they want by vendor and catalog number, but do have
a general idea of the item(s) specifications or its use. The Purchasing Office will schedule a
session with the department during its office hours to go over details and to share cost and
vendor information. The Purchasing Office will complete the requisition and issue the purchase
order. It is estimated that this approach will take a minimum of 10 working days or more
depending upon the complexity of the order.
Purchase Requisitions

Purchase Requisitions are processed electronically through E-Procurement,
https://buyer.ncgov.com. E-Procurement is a state-wide, internet based purchasing
system that offers electronic purchase order processing and enhanced administration
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
functions to buyers and suppliers, resulting in operational efficiencies and potential cost
savings. A purchasing requisition is processed by a user in the department and then
approved by the Department Director/Dean. In some instances, approval by the
appropriate Division Vice Chancellor is required to initiate purchased requests (See
Purchasing Benchmarks). The Purchasing Department provides final verification and
approval of the request.

If the item is on a State Term contract, all required information is available from the
Term Contracts Link on the E-Procurement home page. Completed requests must
include the State Term Contract number on each line item and be submitted through the
E-Procurement System. Individuals should refer to the Purchasing Benchmarks for
guidelines concerning necessary approvals for purchase requisitions.
It is essential that completed requests specify items, make, model, number, size, and color.
Commodity number, Supplier name, and Supplier location are also required. If the item is
available through a vendor punch-out catalog on a State Term contract, much of the required
information will be available from the contract certification. Some contracts do not have punchout catalogs. When the items are not punch-out, the item must be entered as “Contact Type:
Statewide” and enter the contract number. Information concerning state contracts is available
on-line on P & C’s web site. To access contracts, use the following links:


Numerical: http://www.pandc.nc.gov/numlistt.aspx
Alphabetical keyword link: http://www.pandc.nc.gov/keyword.aspx
If the item being purchased is a component unit of a piece of equipment (i.e., a memory board
for a computer and the cost is $5,000 or more) the department must include the fixed asset
number of the piece of equipment on the requisition. This will alert the Accounting Office to
increase the fixed asset value for the piece of equipment when the component unit invoice is
paid.
When informal quotes are required, departments must submit the quote copies and comparison
information along with the Purchase Requisition in eProcurement. If it is necessary to issue an
invitation for quote to have the vendor agree to the NC Terms and Conditions for goods,
equipment, or services, the Purchasing Office will prepare it from the information provided by
the department.
Employees are reminded that NCSSM will not pay for any purchase made without prior
authorization, except for certain defined emergencies. Under State law, employees may be
held personally liable for obligations made outside of State and NCSSM rules and
regulations. Employees are strongly encouraged to contact the Business Office if in doubt
as to proper procedures.
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BUSINESS OFFICE PROCEDURES MANUAL
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Contractual Agreements
All contractual arrangements for goods and services for NCSSM must be reviewed and approved
by the Purchasing Manager and General Counsel. After review and required changes, obtain
signatures as follows:

All contracts and agreements of $5,000.00 and up must be signed by the Chancellor.

If the total amount is less than $5,000.00, the contract/agreement may be signed by the
area Vice Chancellor.
Approvals – General Guidelines

Department Director/Dean approval, or designated representative, is required on all
purchase requisitions, request for services or small purchase authorizations.

Approval by the Purchasing Manager, or designated representative, is required on all
purchase requisitions and small purchase authorizations to acknowledge compliance with
purchasing requirements.

Director of Finance and Budget approval, or designated representative, is required on all
purchase requisitions, request for services, emergency requests, and small purchase
authorizations totaling $5,000.00 and above to acknowledge that funds are available to
meet the purchase obligation.

Division Vice Chancellor approval is required on all requisitions totaling $5,000 and
above, and for all emergency requests.

Approval of the Chief Information Officer of Information Technology Services (ITS) is
required on all purchase requisitions for computer services, software, and hardware.
Chancellor’s approval is required on all requisitions totaling $35,000 and above and on all
Waiver of Competition requests. All contracts of $35,000 and above must be submitted to
General Counsel for review before the contracts are provided to the Chancellor for signature.
Change Orders
A change order is a change to the original purchase order concerning price, quantity, or items to
be purchased. Change orders may be needed for items out-of-stock, for price changes, or for
other discrepancies between the invoiced amount and the purchase order amount.
Change orders may be made in the E-Procurement System by the requestor which will follow the
original request approval flow or by Purchasing within authorized limits or upon receipt of
approval from the department.
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BUSINESS OFFICE PROCEDURES MANUAL
Updated and Revised September 2015
Blanket Purchase Orders
Due to E-Procurement System constraints, Purchasing will review each blanket request and
determine if a blanket order will meet the need. The Procurement Card may be used for many of
the items formerly purchased on Blanket Purchase Orders.
The issuance of Blanket Purchase Orders requires the approval of the Director/Dean of the
department requesting the blanket order, Director of Finance and Budget, Division Vice
Chancellor, and Purchasing Manager, or designated representative. Funds for the blanket order
are encumbered (set-aside) in the department’s budget. As items are purchased, expenses are
charged and the blanket order amount reduced. When the blanket order reaches zero, purchasing
on the contract is stopped. Departments may request additional funds be added to the blanket
order; however, funds must be available in the Department’s budget. Unauthorized use of
Blanket Purchase orders may result in the cancellation of any outstanding orders and the
requirement that departments purchase items under the requisition method.
Departments should address their request for Blanket Purchase Orders to the Purchasing
Manager. Blanket orders may be issued for a set dollar amount or for set quantities of items at a
unit price. The Purchasing Manager, working with the department, will determine the best
method to use for the blanket order.
Procurement Card Purchases (p-Card)

The Procurement Card Program (p-Card) allows card holders to make small dollar
purchases within the program guidelines for State Fund purchases. This allows
Departments to obtain certain goods much faster and easier while reducing the paperwork
and processing time for the purchase.

Approval of the purchase must be entered in the Works system within 24 hours of
notification from Works. A paper receipt must be obtained for each p-card purchase and
all receipts must be forwarded to Purchasing at the end of each billing period. All
documentation must be submitted to Purchasing within seven (7) days of close of each
billing period.

Each cardholder must attend a training class prior to receipt of the card and must follow
all rules and guidelines of the card program.
Requesting Repair Services
Small Repairs - Less than $5,000: Departments must submit a requisition before beginning
repairs or use a p-Card as payment. Upon notification, the Purchasing Manager may authorize
the department to begin making repairs.
Major Repairs - $5,000 or more: Departments must notify the Purchasing Office of the need to
request a major repair to equipment or machinery. The Purchasing Office will work with the
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BUSINESS OFFICE PROCEDURES MANUAL
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department to prepare a request for quotations, solicit vendors for repairs, review bids, and award
a purchase order for the repair.
Repairs under Warranty or Maintenance Agreement: Purchasing is available to provide support,
if needed, for repairs under warranty or maintenance agreement. Departments will be authorized
to contact vendors and begin repairs under warranty or maintenance agreement. If there are any
charges in connection with the repair under warranty or maintenance agreement, departments
must submit a requisition for these charges.
Emergency Repairs: If there is a need to make repairs that, in the opinion of the Department
Director/Dean and Division Vice Chancellor, will prevent a threat to life or significant damage to
State property, departments are authorized to begin repairs immediately. Departments claiming
emergency repairs must submit a Check Request signed by the Department Director/Dean and
appropriate Division Vice Chancellor, to Purchasing at the first available opportunity and include
justification for the need to make the emergency repairs.
Communication of Orders to Central Receiving and Accounting
Central Receiving will enter receipt of goods in the E-Procurement System. Receipt of services
may be entered by Receiving or the Purchasing Department.
Emergency Purchase Orders
Emergencies are defined as situations which endanger lives, property, or the continuation of a
vital program and can only be rectified by immediate on-the-spot purchase (or rental) of
equipment, supplies, materials, printing, or contractual services. The Vice Chancellor for Finance
and Operations must approve all Emergency Purchase Orders.
State Surplus Property
The Department of Administration is responsible for administering the sale and disposal of
surplus equipment, materials, and supplies for agencies. The State Surplus Property Office shall
determine the means for disposal or transfer of all State owned property. For some types of
items it may be more advantageous to the State to trade-in used property against the purchase of
replacement items. The State Surplus Property Office shall be contacted for approval before any
final decision is made to trade in an item.
When NCSSM solicits competition for the purchase of a new item and it appears that a trade-in
may be advantageous, the solicitation shall contain a provision requesting that a trade-in
allowance be offered. Prior approval by the State Surplus Property Office is required. Contact
the Purchasing Office for information regarding trade-ins.
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BUSINESS OFFICE PROCEDURES MANUAL
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Conflict of Interest
NCSSM departments are not allowed to make purchases from individuals employed by the
school. In addition, employees shall not use the purchasing power of the school and/or the State
for personal advantage. Any transaction that may appear to be for individual personal gain, (as
determined by Purchasing) must have approval from the appropriate Vice Chancellor before the
transaction shall be completed. Any such transaction must comply with the NCSSM policy
concerning conflict of interest.
Receipt of Gifts and Favors from Contractors or Suppliers
In accordance with N. C. General Statute 133.32, it is unlawful for any contractor, subcontractor,
or supplier who:

Has a current contract with a governmental agency, or

Has performed under such a contract within the past year, or

Anticipates bidding on such a contract in the future to make gifts or favors to NCSSM
employees charged with the duty of:
o Preparing plans, specifications, or estimates for public contracts, or
o Awarding or administering public contracts, or
o Inspecting or supervising construction.
Likewise, it is unlawful for such employees to willfully receive or accept gifts or favors from
such contractors, subcontractors, or suppliers.
Exclusion: This policy on gifts and favors is not intended to prohibit:

Honorariums for participating in meetings.

Meals furnished at banquets.

Participation by NCSSM employees and officers who are members of professional
organizations in any scheduled meeting functions available to all members of the
professional organization attending the meeting.

Customary gifts and favors between NCSSM employees or officers and their friends and
relatives (or friends and relatives of their spouse, minor children, or household members)
when the personal relationship rather than business is clearly the motivating factor for the
gift or favor.

Greeting cards.
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Any employee who knowingly receives such gifts or favors from any contractor, subcontractor,
or supplier-doing business, directly or indirectly, should decline it, return it, pay fair market or
face value for it, or donate it to the State. The employee must report it to the Division Vice
Chancellor.
Executive Order #24 issued by Governor Perdue says that “Individuals in State government who
do the work of the public must continuously ensure that their actions reflect the ethical standards
that are essential to maintaining the public’s trust;” As employees of NCSSM it is important to
remember that you are a public servant and you are subject to the gift ban rules at all times. A
“gift” is anything of monetary value given or received without valuable consideration by or from
a lobbyist, lobbyist principal, liaison personnel, or “interested person.” There is no de minimis
or small gift exception. If you have any questions you may contact the State Ethics Commission
at (919) 715-2071 or by email at ethics.commission@doa.nc.gov.
Campus Visits by Salespersons
Salespersons (with the exception of textbook sales representatives who are on campus visiting
faculty) may visit school departments or activities only upon prior approval by the Purchasing
Office of the vendor's visit. Salespersons visiting school departments or activities without proper
prior approval should be directed to the Purchasing Office.
Approved visits will be scheduled by the Purchasing Office, with ample notification to the
school department or activity. Textbook sales representatives may schedule visits with faculty at
the faculty member's convenience without prior approval of the Purchasing Office.
Equipment Demonstration and Loans
Departments must obtain prior approval from the Purchasing Office for equipment
demonstrations or equipment loans. Departments may not accept goods on consignment pending
the issuance of a confirming purchase order.
Correspondence with Vendors
After a purchase order has been transmitted to a vendor all correspondence concerning the
purchase is to be handled by the person specified on the order or by the Purchasing Office. When
the technical details involved with a purchase make it advisable to delegate authority to others,
the Purchasing Office must receive copies of all correspondence.
Exception: Faculty may correspond directly with textbook sales representatives concerning
textbook publication and content, the availability of support materials (study guides, textbooks)
and similar matters without approval of the Purchasing Office.
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Complaints of Vendor Performance
Departments should direct all complaints of vendor performance or service to the Purchasing
Manager via memorandum. The memorandum should include the following:

Purchase order number

Full name of the vendor

Date of the purchase order

Complete description of the problem

Chronological listing of the events since the problem was discovered.
Departments may call the Purchasing Office for assistance in preparing the memorandum. Upon
receipt of the memorandum, the Purchasing Office will contact the vendor for resolution of the
problem and/or (as appropriate) will submit a "Complaint to Vendor" form to State Purchase and
Contract. Purchasing will notify the department of the outcome.
Instructions for Processing p-Card and e-Procurement Requests to be Paid by the NCSSM
Foundation and NCSSM SCSSI
NCSSM, NCSSM Foundation and NCSSM SCSSI are working to streamline procedures to
achieve the scholarship and academic promotions of the students of NCSSM. Therefore to assist
in streamlining, orders can be placed using p-card and e-procurement processes these additional
procedures must be followed in order to assure that NCSSM maintains financial stability.
NCSSM Foundation and NCSSM SCSSI WILL NOT BE RESPONSIBLE FOR THINGS
ORDERED PRIOR TO PROPER APPROVAL. THIS MEANS THAT THE P-CARD AND EPROCUREMENT APPROVAL PROCEDURES MUST BE FOLLOWED BEFORE THE
TRANSACTION IS COMPLETED.
p-Card invoices




p-Card invoices should be charged to the following account in order to be processed and
paid from other funding sources, 8701-538600-XXXXXXXX. Only invoices to be
reimbursed by the Foundation or SCSSI should be charged to this number. If items are
over $1,500 for Foundation and $5,000 for State Funds, three competitive bids and a
purchase order are still required.
p-Card invoices for academic competition expenditures to be paid by the Foundation
should receive prior approval and be charged to 8701-538600-12111250.
Within 7 DAYS of the p-Card transaction a check request must be completed and made
payable to NCSSM and be sent to the proper funding source (Foundation or SCSSI) to
have the check cut to reimburse the State.
The check request form should include: the payee: NCSSM; the funding source writing
the check: Foundation or SCSSI; the amount; and a copy of the p-Card invoice or receipt
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

showing what is being paid for, that it has been paid and the amount. This is in addition
to the original copy that is submitted with the monthly p-Card transaction report to
purchasing.
Approval from the funding source should also be obtained – this can be verbal or an
email – proper approval must be received prior to the order being placed.
The check request form must have all proper approvals and signatures.
e-Procurement orders
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e-Procurement orders should be charged to the following account in order to be processed
and paid from other funding sources, 8701-538600-XXXXXXXX. Only invoices to be
reimbursed by the Foundation or SCSSI should be charged to this number. If items are
over $1,500 for Foundation and $5,000 for State Funds, three competitive bids and a
purchase order are still required.
For all orders being charged to this account, the approval flow within e-procurement must
include authorization of the Foundation Controller or Coordinator of SCSSI. This is done
by use of the “add approver” process. The additional approver must be entered by the
initiator of the e-procurement order.
Upon receipt of items ordered and within 7 DAYS of the items being received a check
request must be completed and made payable to NCSSM and be sent to the proper
funding source (Foundation or SCSSI) to have the check cut to reimburse the State.
The check request form should include: the payee: NCSSM; the funding source writing
the check: Foundation or SCSSI; the amount; and a copy of the e-procurement purchase
order or receipt showing what is being paid for, the packing slip and the amount.
The check request form must have all proper approvals and signatures.
Section 6 – Purchasing and e-Procurement (9-30-2015)
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