1216.1 - University of North Carolina at Chapel Hill Procedure on Filing Complaints about Vendors



The University enacts this procedure to promote departmental expediency in resolving vendor-related issues. Maintaining positive, productive relationships with reliable vendors is advantageous to the University.

Scope of Applicability

All of UNC-Chapel Hill.


If numerous attempts have been made to resolve an issue with a vendor's product or service and those efforts have been documented but remain unsuccessful, file a Complaint to Vendor form from the state's Division of Purchase & Contract.

Forms and Instructions

  1. Complete the form below, and include or attach the following:
    • Any documentation to support the contention that the vendor is not complying with the terms, conditions, or specifications for the particular product or service.
    • Names, dates, and results (or lack of results) of efforts to obtain resolution of the problem(s).
  2. Send the form to Purchasing Services (purchasing_team@unc.edu).
  3. Purchasing Services will forward the complaint to the vendor, send a copy to the State Division of Purchase & Contract, and keep a copy for the Purchasing file.
  4. If the vendor does not respond appropriately, the State Division of Purchase & Contract will attempt to resolve the problem through procedures available under North Carolina state law. In most cases, the State can intervene to negotiate a settlement. When the circumstances warrant, a particular vendor may be barred from future business with the State. In the case of a vendor who has a state term contract, the State may revoke or otherwise amend that contract accordingly.



Related Requirements

External Regulations and Consequences

  • North Carolina Department of Administration Division of Purchase & Contract

University Policies, Standards, and Procedures

Contact Information

Primary Contact
Subject Contact Telephone Fax E-Mail
Sub-standard Produce or Performance of Work Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu



  • May 6, 2010
100% helpful - 1 review


Article ID: 131415
Thu 4/8/21 9:08 PM
Mon 8/9/21 3:48 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/28/2020 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Last Review
Date on which the most recent document review was completed.
02/28/2020 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/28/2020 12:00 AM
Next Review
Date on which the next document review is due.
02/27/2021 12:00 AM
Date on which the original version of this document was first made official.
03/01/1998 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget