1228 - University of North Carolina at Chapel Hill Policy on Purchased Goods as Property of the State

Introduction

Purpose

This policy is to ensure the purchases of goods and services are not for the personal benefit of any employee at the University.

Scope of Applicability

Applies to all University Faculty and Staff.

Policy

Policy Statement

All materials purchased by the University remain the property of the State until consumed or disposed of by public sale through Surplus Property procedures. State and University of North Carolina policy prohibits Purchasing Services from entering into any purchase agreements for the personal benefit of employees.

Exceptions

  • Items purchased explicitly for retail sales by the University, such as items handled by Student Stores, are exempt from this policy.

Additional Information

Frequently Asked Questions

Q: If I am driving my personal vehicle for University business, may I use the University gas card to make gas purchases?

A: No. When travel by automobile is determined to be appropriate, a State car (if available) should be used instead of a private/personal car. A private car may be used if the round trip is equal to or less than 100 miles. Refer to Finance Policy 1502: Policy on Allowable Travel Expenses, Lodging, and Per Diem Rates for current rates and restrictions.

Q: May I use my purchasing card (P-Card) for personal purchases if I reimburse the University?

A: No. The P-Card is a University obligation and personal purchases are prohibited. For additional information, refer to Finance Policy 1252: University of North Carolina at Chapel Hill Policy on Small Order Purchase Via Purchasing Card and Finance Related Data 1252.1rd: Purchasing Card Program Handbook.

Q: May I purchase software for personal use through the University in order to get a better price?

A: No. The purchasing power of the state or a state agency (in this case, the University) cannot be used for private advantage or gain. Purchases under contracts made by the state or a state agency, except those in accordance with N.C. General Statute 143-58.1, are not permitted for personal use regardless of the funding source. Additionally, state agencies are not permitted to place orders for any item not owned by a state agency.

Q: My department has obsolete computers and equipment. May I purchase these for my son's school or should I just recycle them?

A: Property of the State may not be purchased directly from the department. All University property must be transferred to Surplus Property. Surplus Property sells to the public at designated times; and you as a member of the public may purchase any item on the sales floor.

Related Requirements

External Regulations and Consequences 

None

University Policies, Standards, and Procedures

  • Finance Policy 604 - University of North Carolina at Chapel Hill Policy on University-Owned Surplus Property
  • Finance Policy 605 - University of North Carolina at Chapel Hill Policy on Surplus Computers or Electronic Media Storage Devices
  • Finance Policy 1213 - University of North Carolina at Chapel Hill Policy on Prohibition of Gifts or Favors from Vendors

Contact Information

Policy Contacts
Subject Contact Telephone Fax E-Mail
Purchased Goods Purchasing Services 919-962-3774 919-962-0636 purchasing_team@unc.edu
Asset Management Logistics 919-962-6267 919-962-6271 assets_team@unc.edu

History

Revised:

  • September 20, 2010

Details

Article ID: 131422
Created
Thu 4/8/21 9:08 PM
Modified
Mon 8/9/21 3:57 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.
03/16/2020 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.
03/16/2020 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
03/16/2020 12:00 AM
Origination
Date on which the original version of this document was first made official.
07/01/1994 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget