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Purchasing
Purchasing
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Emergency purchases on requisitions more than the Small Purchase Maximum as required by the Illinois Procurement Code are permitted in case of: threat to public health or safety, to protect against loss of or damage to State property; to prevent or minimize disruption in State services; or to ensure integrity of State records.

Responsible Party

Action

Department

Considers whether or not their request for an emergency purchase meets one or more of the conditions required to constitute an emergency.

Submits, along with Purchase Requisition, a letter signed by Department's Vice Chancellor outlining the circumstances and/or conditions that constitute the need for handling the transaction as an emergency purchase.

Provides the recommended Supplier's name and the total cost of the items and/or services being purchased on an emergency basis. If the actual cost is not known at the time of submission, at a minimum, the department must provide a reasonable estimate of the anticipated expenditure amount.

Requisition Control

Receives Purchase Requisition and determines item number, appropriate Buyer, location and assures that Purchase Requisition has proper signatures. Also, verifies Fiscal Officer or designee signature.

Note: Grant accounts must have Research and Projects Fiscal Management Office approval.

Supplier File Manager

Verifies legal name and address of Supplier using AIS and SAMS databases. Checks for W-9.

Buyer

Buyer will confer with Director of Purchasing on emergency purchase request. If Director approves, Buyer will post on the Illinois Higher Education Procurement Bulletin and verify pricing via email, fax, or phone and secures any required paperwork, such as Financial Disclosure, Certificate of Insurance, etc.

In addition, an affidavit must be filed with the Auditor General and the Chief Procurement Officer within 10 days of the emergency purchase, which provides the same information.

After completion of emergency work or receipt of goods, Purchasing must file a second letter to the Auditor General and the Chief Procurement Officer outlining the exact cost of the purchase.