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Viewing: 1229 - University of North Carolina at Chapel Hill Policy on Responsibility for University-Purchased Goods, Services, and Equipment

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Current Status: Active PolicyStat ID: 4726717

1229 - University of North Carolina at Chapel Hill Policy on Responsibility for University-Purchased Goods, Services, and Equipment

Introduction

Purpose

This policy establishes responsibility for internal controls over University purchases after the purchase has been made and delivered.

Scope of Applicability

All of UNC-Chapel Hill.

Policy

Policy Statement

The administrative head of a University school, department, or division (such as a chairperson of a department), or the principal investigator (PI) of a sponsored research project, is accountable for all supplies, services, materials, and equipment purchased in the school’s, department’s or center’s name, regardless of the source of funds. The administrative head is responsible for developing and implementing the internal controls necessary to protect such materials from theft and abuse, and that accurate records be maintained regarding proper identification and location of movable equipment. Furthermore, the administrative head is responsible for ensuring the goods and/or services provided meet and continue to meet the specifications, terms and conditions indicated on the relevant supplier contract or purchase order (PO).

Exceptions

None

Related Requirements

External Regulations and Consequences

None

University Standards and Procedures

603 - Equipment Inventory and Reporting

710.1 - Receiving Purchased Items

1228 - Purchase Goods as Property of the State

1233 - State Term Purchase Contracts

1234 - Contractual Services

1235 - Maintenance Service Contracts

Contact Information

Policy Contacts

Purchasing Services 919-962-3774 purchasing_team@unc.edu
Asset Management 919-962-6271 assets_team@unc.edu

Important Dates

  • Effective Date and title of Approver:
    1. March 1, 1998 (Director of Purchasing Services)
  • Revision and Review Dates, Change notes, title of Reviewer or Approver:                          
    1. June 18, 2018 - Added clarification to define administrative head and amended approval to UNC Asset Management from Purchasing, as this has changed.  Added Related Data 1228 for additional helpfulness.
    2. February 9, 2018 (Director of Procurement Services)
      1. Added language indicating responsibility for ensuring purchased goods and services are provided per the agreed upon specifications, terms & conditions.
    3. July 12, 2010
    4. June 25, 2003

Frequently Asked Questions Addendum to 1229

Q: May my department sell or trade in University-owned items, for example, something purchased on Ebay?

A: Trading in University property is permitted, but only with prior approval from UNC Asset Management and N.C. State Surplus Property Agency. A department can sell property to another University department or can request the Capital Asset Manager post the item for sale via auction on the State Surplus Property Agency’s website for bid. If a department already has an interested buyer (such as a vendor or another institution), the department is required to submit a letter to the Director of Logistics requesting permission to sell the item at the agreed-upon price. The Director of Logistics then requests permission from State Surplus for the sale. If the State Surplus Property Agency approves the sale, they will bill the receiving institution. Payment must be received by State Surplus Property Agency before the item may be removed from campus.

 

Q: My department is moving to a location across campus and I need to take my equipment with me. Are there any special considerations concerning this relocation?

A: Yes, you must notify Asset Management of the relocation of the equipment by filling out a 603.5.1f - Capital Equipment Relocation Form and submitting it to their office.

 

Q: Who is responsible for handling the transaction if my equipment is in need of repair under warranty?

A: Purchasing Services will assist the end user with any warranty repairs/issues.

All revision dates: 8/3/2018, 2/28/2018, 7/12/2010, 6/25/2003
Attachments:

Approval Signatures

Step Description Approver Date
Publication Matthew Teal: University Program Specialist 8/3/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 8/3/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 7/10/2018
Bernard Law: Dir. Purchasing Services 6/20/2018
Older Version Approval Signatures
Step Description Approver Date
Publication Matthew Teal: University Program Specialist 8/3/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 8/3/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 7/10/2018
Bernard Law: Dir. Purchasing Services 6/20/2018
Older Version Approval Signatures
Bernard Law: Dir. Purchasing Services [AD] 2/28/2018