1240 - University of North Carolina at Chapel Hill Policy on Emergency or Pressing Need Purchases

Introduction

Purpose

The University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") enacts this policy in accordance with North Carolina purchasing guidelines.

Scope of Applicability

All University Faculty and Staff.

Policy

Policy Statement

Extraordinary purchasing procedures may be used to accommodate emergency or "pressing need" conditions as defined here.

1. An emergency is generally defined as a situation that endangers lives, property, or the continuation of a vital University program; and which can be rectified only by immediate, on-the-spot purchases or rental of commodities, printing, or services.
2. A pressing need is one arising from unforeseen causes including, but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work.
3. Requisitions submitted for emergency requirements must contain a formal emergency declaration letter from the University department explaining the nature of the emergency that resultant in circumventing normal purchasing policies and procedures.

Supplies or equipment may be purchased without competitive bidding in an emergency situation.

Exceptions

None.

Additional Information

Special Situations

None.

Frequently Asked Questions

Q: The climate control system that keeps our rare, expensive lab mice alive has failed. This must be fixed immediately! How do we get what we need right now?
A: In the case of an extreme emergency, authorized University personnel may take whatever purchasing action necessary to protect human life or University property. This should be followed by a written explanation and summary of the action taken submitted to the UNC-Chapel Hill Department of Purchasing Services.

Q: My department was just given some additional money but needs to spend it within the next several days. Can this be considered an emergency purchase?
A: No, your circumstances do not fit the emergency or pressing need criteria as listed above.

Q: A critical piece of research equipment just broke and needs to be repaired immediately. Can I get a purchase order to handle a $30,000 repair?
A: Yes, but you will need to send the Department of Purchasing Services a justification letter along with a requisition explaining your pressing need request. Once approved, Purchasing Services will issue a purchase order for the repair.

Related Requirements

External Regulations and Consequences

• North Carolina Administrative Code 01 NCAC 05B .0301 - Contracting Requirements
• North Carolina Administrative Code 01 NCAC 05B .1401 - Waiver of Competition Policy
• North Carolina Administrative Code 01 NCAC 05B .1602 - Emergencies

University Policies, Standards, and Procedures

• Finance Procedure 1226.1 - Procedure for Creating a Requisition
• Finance Policy 1231 - Policy on Solicitation of Quotations, Bids, and Proposals
• Finance Policy 1232 - Policy on Sole Source or Brand-Specific Purchases
• Finance Procedure 1232.1 - Procedure for Justifying Sole Source or Brand-Specific Purchases

Contact Information

History

Revised:

• May 10, 2022
• December 9, 2020
• May 1, 2019
• February 28, 2018
• October 1, 2014: Revised naming of requisition.
• August 2, 2010
• November 13, 2003