Confirming Purchases
Unless a purchase is made via a P-Card, it requires a purchase requisition and purchase order (PO) in AggieMart, supported by appropriate electronic documentation such as invoices, receipts, and proof of delivery. Once goods or services are received, the delivery must be confirmed in the system, and departmental administrative heads are responsible for verifying that items meet specifications and for maintaining accurate records.
Key Steps for Confirming Purchases
- Requisition Creation
- A purchase requisition must be submitted in AggieMart to obtain a PO for purchases exceeding $5,000, in accordance with NCGS § 143-49 and the North Carolina Administrative Code 01 NCAC 05B.
- Documentation Requirements
- Each purchase must include appropriate documentation, such as an invoice or receipt, showing the items or services received and the total amount paid.
- Receipt Confirmation
- Upon receipt of goods or completion of services, departments must confirm delivery in AggieMart to initiate payment processing.
- Departmental Accountability
- Department heads or designated administrators are responsible for verifying that all goods and services meet the specifications and quality standards stated on the PO and for retaining complete and accurate records per NCGS § 143-52.
Purpose and Compliance Rationale
- Compliance with State Law
This process ensures adherence to the North Carolina State Purchasing and Contract Act (NCGS § 143-48 through § 143-52) and related UNC System procurement regulations, governing the expenditure of public funds. - Financial Control
Establishes internal safeguards to protect University assets from theft, misuse, or duplication and ensures accurate accounting and reporting in compliance with NCGS § 143C-6-1. - Record Keeping and Audit Trail
Requires every purchase to be traceable through a PO number in AggieMart, including zero-cost transactions, ensuring transparency and audit readiness. - P-Card Oversight
For purchases made via Purchasing Card (P-Card), Procurement Services performs random compliance reviews after purchase. Any policy violations are subject to corrective action in accordance with University and State procurement standards.
Roles and Responsibilities
- Accounts Payable – Processes payments once delivery confirmation and documentation are verified.
- Procurement Services – Reviews complex purchases, manages sole-source justifications, and ensures compliance with state procurement laws.
- P-Card Office – Conducts audits and manages corrective actions for misuse of University P-Cards.
Related Requirements
