3310.2 - Emergency Purchases - Procedure

An emergency is defined by Public Contract Code Section 1102 as: "Emergency means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.” From time to time emergency purchases are necessary. Each request will be handled on a case by case basis.

Emergency purchase orders can be obtained by calling the Purchasing/Contracts Department. A purchase order number is assigned. A requisition is created and sent immediately to the requestor’s workflow. The requestor may contact the vendor and provide the vendor with the purchase order number. As soon as the requestor forwards the requisition for approval, a copy of the purchase order will be sent to the vendor.

The organizational credit card can also be utilized for emergency purchases of authorized items with prior approval from the Purchasing/Contracts Department. The requestor must retain the receipt to attach to the organizational credit card monthly statement, along with an approving email from Purchasing/Contracts. For after hours emergency facility repair, prior approval for organizational credit card use is not required. The Purchasing/Contracts Department must be notified by the next business day.

Some emergency purchases may be accomplished through the revolving cash fund. The maximum amount for an emergency expenditure is one hundred dollars ($100), unless otherwise approved by the appropriate authority. Contact Internal Business Services for approval.

Approved: August 24. 1993
Revised: January 15, 2002
Revised: May 1, 2003
Revised: January 8, 2009