711.1 - University of North Carolina at Chapel Hill Procedure on Returning Merchandise to Vendors


Returns of materials or equipment acquired with a purchase order require authorization from the vendor and documentation in the purchase order system to receive credit for the return. Returns of items acquired through Campus Voucher, P-Card or eProcurement are handled by the department placing the order.



Forms and Instructions

Returns of materials or equipment acquired with a purchase order require a return material authorization (RMA) number from the vendor. Once the RMA is received, a new requisition must be created via the Purchasing module in ConnectCarolina. All data entry fields must be completed and the requisition must be specified as a change order. The RMA number and the original purchase order number must be referenced in the Notepad section. The change order requisition notifies the appropriate purchasing agent to contact the department about the details of the return.

Returns of items acquired with a Campus Voucher or a P-Card are handled by the University department. The vendor should be contacted to arrange for pickup or return shipment, and to arrange for credit.

For returns of items acquired through the eProcurement vendors, see the vendor order website for return instructions.

Related Requirements

External Regulations and Consequences


University Policies, Standards, and Procedures

  • Finance Policy 711 - University of North Carolina at Chapel Hill Policy on Return of Merchandise to Vendors

Contact Information

Primary Contact
Subject Contact Telephone Fax E-Mail
Purchasing Purchasing Services - Goods 919-962-2251 919-962-0636 purchasing_team@unc.edu



  • October 1, 2014: Updated information on Campus Vouchers, process for return material authorization.
  • May 11, 2010
  • November 21, 2003
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Article ID: 131549
Thu 4/8/21 9:11 PM
Thu 4/21/22 11:42 AM
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.
02/28/2018 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, eProcurement & Materials Mgmt
Last Review
Date on which the most recent document review was completed.
02/28/2018 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/28/2018 12:00 AM
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.