1254 - University of North Carolina at Chapel Hill Policy on Small Order Purchase via Business-to-Business Strategic Partner Agreements

Introduction

Purpose

This policy is to ensure compliance with the University's 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 $25,000 for select eProcurement vendors that have provided University specific market baskets and pricing under competitively bid contracts. The use of eProcurement vendors provides the convenience of desktop ordering, lower prices, free delivery to the department, consolidated billing, on-site customer support and training. The Market place 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 and most of the 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

Procurement Services' E-Commerce website

University Policies, Standards, and Procedures

Finance Policy 1251 - University of North Carolina at Chapel Hill Small Order Policy

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:

  • October 1, 2014: Updated references to eProcurement; Customer Billing Management system, chartfield string.
  • July 23, 2010
  • February 17, 2004

Details

Article ID: 131444
Created
Thu 4/8/21 9:09 PM
Modified
Sun 8/28/22 1:50 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 3:29 PM
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 3:29 PM
Last Revised
Date on which the most recent changes to this document were approved.
05/10/2022 3:29 PM
Next Review
Date on which the next document review is due.
07/01/2025 12:00 AM
Origination
Date on which the original version of this document was first made official.
01/01/2000 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget