PURPOSE

To define the procedure for purchasing material and services on an emergency basis.

DEFINITION An emergency is a sudden unexpected event that must be dealt with urgently in order to prevent or minimize loss to persons, property, or financial resources. Examples of emergency situations are:

•  Repairs to property due to catastrophic situations such as fire, explosions, or adverse weather conditions

•  A machine, apparatus, or electronic system vital to a project schedule has an untimely breakdown or damage and delay would lead to higher expense

•  The lack of materials or services would seriously endanger the life, safety or health of any person

An Emergency IS NOT a potential or probable delay caused by improper planning.

POLICY

In a legitimate emergency situation, vendors may be contacted verbally to proceed with required goods or services. Department personnel shall make every effort to involve the Purchasing Department in the transaction and the Purchasing Department will make every effort to expeditiously accommodate the Department's need.

PROCEDURE

In the event of an emergency, notify the Purchasing Department.

The Purchasing Department is responsible for ensuring that emergency purchases are valid and properly justified.

Authorization to proceed with the purchase order is dependent upon the justification submitted and based upon expected expenditure, requires the following review:

•  Up to $10,000, the Purchasing Agent has the authority to place the order

•  >$10,000 up to $100,000, the Director, Materials Management must authorize the order placement

•  >$100,000 up to $200,000, the Assistant Vice President for Administration must authorize the order placement

•  >$200,000 up to $300,000, the Provost, Vice President, Secretary and General Counsel, Chief Information Officer, Treasurer, or Associate Vice President and Chief of Staff must authorize the order placement

•  >$300,000, the President must authorize the order placement.

A completed Requisition must be submitted electronically, sent via the eProcurement system.

A statement explaining the nature of the emergency situation must be included with the Requisition. This statement must include a description of the purchase, a description of the emergency and the circumstances leading up to the emergency, and an explanation of why this situation resulted in an emergency purchase.

A Purchasing Agent will either fax or electronically send a Purchase Order to the vendor.

If the Purchasing Department Office is closed , the requesting department must obtain the authorization of their respective member of Cabinet (the Assistant Vice President may also approve expenditures for the Administration Division). The requesting department must then submit a completed requisition along with a statement explaining the nature of the emergency situation the next working day. Purchasing will process the order.