1242 - University of North Carolina at Chapel Hill Policy on Delayed Receiving/Payment for Special Acceptance Consideration



The reason for this policy is to provide flexibility of mitigating risk associated with key procurements that require satisfactory delivery and installation by the vendor.

Scope of Applicability

All University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") Faculty and Staff.


Policy Statement

It is occasionally in the best interest of the University and the State of North Carolina to delay payment of outstanding invoices. These situations typically involve large dollar amount procurement where final receiving and approval for payment (i.e. "contractual acceptance") is contingent upon satisfactory delivery and installation by the vendor.

Final approval and acceptance of these orders will be authorized by the requesting University department using criteria that have been predetermined and agreed to by the vendor, the end user, and the UNC-Chapel Hill Department of Purchasing Services.


This policy should not be used for any of the following:

  • Term contract items;
  • Standing or maintenance orders;
  • Catalog, stock or off-the-shelf items; and/or
  • Any purchase less than the Small Purchase Benchmark as defined in Finance Policy 1251: Small Order Policy.

Additional Information

Special Situations


Frequently Asked Questions

Q: We have ordered equipment for a new building but the building is not ready. Can we pay the vendor while they hold the items in storage?
A: No, items must be received by the University before payment can be made.

Q: What happens if I am not satisfied with the vendor's installation work or they are not able to meet the performance criteria? May I reduce the payment to them?
A: Yes; provided the contract or agreements allow for withholding and/or deduction penalties due to poor performance or unreasonable project delays.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Policy Contact
Subject Contact Telephone Fax E-Mail
Purchasing Services Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu



  • May 10, 2022
  • February 28, 2020
  • February 28, 2018
  • October 3, 2014
  • October 1, 2014: Removed withhold payment and progress payment information.
  • November 18, 2003


Article ID: 131437
Thu 4/8/21 9:08 PM
Sun 8/28/22 12:42 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.
07/01/2022 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.
05/10/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
05/10/2022 12:00 AM
Next Review
Date on which the next document review is due.
07/01/2025 12:00 AM
Date on which the original version of this document was first made official.
07/01/1996 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget