Materials Management

Effective Date: 03/01/2000

Policy Statement 47: Standing/University-Wide Open Purchase Orders

Charge Cards

Charge cards are issued to departments for individuals authorized to charge against standing/open orders and should be presented to the vendor at time of purchase. Each card is assigned a specific number. Charge cards are to be used only by the individual to whom they are assigned or their designee which shall be a University employees (includes students assistants). If the card-bearer allows someone else to use their card, the person making the purchase should write the card bearer's name and sign as the person using the card.

Charge cards can be obtained by sending a memorandum approved by your dean/department head to Materials Management. Departments are notified when charge cards are ready to be picked up. There is no cost for these cards but the cardholder is responsible for purchases made on his/her card.

University-Wide "Open" Orders with Local Merchants

The Department of Materials management maintains open purchase orders with selected local merchants to facilitate departmental procurement of supplies not stocked by the University. These orders are restricted in use by type of goods or services provided and maximum purchase limits. This purchasing method cannot be used for items stocked in the University storerooms. Purchasing against open purchase orders requires a University charge card. Charge cards can be obtained by a memorandum through deans/department heads to Materials Management. The charge card number and your signature must be presented at time of purchase.

The University-Wide Standing Order List of local merchants can be obtained by accessing Materials Management's home page and selecting the "Contracts" option or go directly to http://www.purchasing.ecu.edu/Standing_Order_List.htm.

Standing Orders

Standing Orders are blanket orders established for a specified period to facilitate repetitive orders by individual departments. Orders can be placed directly by the department by using the standing order number, as long as the guidelines set forth in the order are adhered to.

Establishing a standing order requires the submission of a memorandum requesting the order and providing all necessary information to include the account code, type of purchase or service, unit cost, vendor's full name and address, authorized individuals and any other pertinent data. If the order will exceed $5,000 in annual expenditures, competitive bidding is required unless a sole source justification is approved.

Maintenance Contract Orders

Maintenance Contract Orders are orders established for a period up to one year to facilitate repetitive maintenance service calls or to establish a maintenance agreement for a specific period of time. Maintenance contract orders for service from the original supplier or manufacturer do not require bidding. Third party maintenance is subject to the rules of competitive bidding. Departments bare the responsibility to initiate and maintain their maintenance contracts.

To establish a maintenance contract order, the department should contact the supplier or manufacturer for a proposal, service contract or maintenance agreement. After one of these is obtained, submit a requisition with the proposal, contract or agreement attached as backup. A regular purchase order will be generated and forwarded to the vendor with a copy of the proposal.

Maintenance contracts may be renewed annually, but a new order is required each year. To renew service, a requisition should be submitted with either a new proposal or an invoice. Many vendors will invoice for renewal contracts. Note: It is the department's option to renew a maintenance contract. A department may opt to cancel their maintenance contract by notifying Materials Management in writing.

Maintenance contracts can only be paid in the current year of effective service. Departments should not submit requisitions with renewal invoices to be paid for future year services out of current year budgets.