Introduction
Purpose
This policy is to ensure compliance with the University of North Carolina at Chapel Hill's ("UNC-Chapel Hill" or "University") Small Order Policy and offer an efficient means of acquiring goods and services quickly at a lower cost.
Scope of Applicability
All University Faculty and Staff authorized to make purchases on behalf of their department.
Policy
Policy Statement
The University has negotiated strategic partner agreements with several vendors to allow for online purchasing, or Business-to-Business (B2B) purchases, of goods and services as allowed by the Small Order Policy. Furthermore, Purchasing Services has authorized purchase limits of up to the Small Purchase Benchmark, as defined in Finance Policy 1251: Small Order Policy, for select eProcurement ("ePro") vendors that have provided University-specific market baskets and pricing under competitively bid contracts. Using ePro vendors provides the convenience of desktop ordering, lower prices, free delivery to the department, consolidated billing, on-site customer support and training. The ePro marketplace maintains competition by including multiple vendors per commodity area. ePro enhances internal controls by providing the University with the ability to electronically track orders, receiving, and payment.
After proper registration and training with vendors, authorized personnel from each department may place online orders for merchandise to be delivered to their office. All online orders will appear as direct charges to the chartfield string entered when the order was placed. The purchase details for Airgas/ARC-3 tank rentals and FedEx may be found in the Customer Billing Management (CBM) system. For all other ePro vendors, the details are found directly on the campus voucher in ConnectCarolina.
Exceptions
None.
Additional Information
Special Situations
None.
Frequently Asked Questions
Q: What is the return policy for items purchased via eProcurement?
A: Generally, the eProcurement vendor has a return policy that guarantees against defects, workmanship, and loss through shipping.
Q: What if I enter the wrong chartfield string when placing my order?
A: The order will be processed as placed. Each department is required to provide a default chartfield string which will be charged if the chartfield string keyed is not valid.
Q: How do I know I am being charged the correct amount for my transactions?
A: You should print out the confirmation screen that appears showing the amount to be charged. Additionally, most vendors send an email showing the order details, delivery information, and the cost of the items ordered.
Q: I have a charge on my CBM statement for last month from National Welders that I don't believe is mine. How do I get more information?
A: Contact Customer Service at 919-843-2029.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information
Policy Contact
| Subject |
Contact |
Telephone |
Fax |
E-Mail |
| E-Commerce Purchases |
Purchasing Services – E-commerce |
919-962-3774 |
919-962-0636 |
purchasing_team@unc.edu |
History
Revised:
- May 10, 2022
- December 9, 2020
- May 31, 2019
- February 28, 2018
- October 1, 2014: Updated references to eProcurement; Customer Billing Management system, chartfield string.
- July 23, 2010
- February 17, 2004