Skip to main content
Department of Computer Science
Business Office

Purchasing

Familiarize yourself with the following purchasing methods and guidelines below.

Purchasing Methods

All purchasing methods listed below require approval before purchase.

The Marketplace is a self-service e-procurement tool that automates the entire procurement-to-payment process, saving time and money. Approved buyers can browse for goods and services, create and submit requisitions for approval, send orders to suppliers, and keep track of order receipts online. Always shop the MarketPlace first.

View “How to Navigate to the MarketPlace.”

View “Instructions for MarketPlace Purchases“

Do you have a preferred vendor from whom you plan to purchase?

YES

  • Request purchase approval from Terri Moss (tlmarti4@ncsu.edu) for non-grant purchases and Petya Radey (pdradey@ncsu.edu) for grant purchases. Once approved, submit a dated and signed sole source justification on departmental letterhead along with your supplier’s quote to Bianca Woodard at bsnell@ncsu.edu, using one of the reasons listed under Waiver of Competitive Bidding as your justification.

NO

  • Request purchase approval from Terri Moss. Once approved, email Bianca Woodard at bsnell@ncsu.edu a quote from a company that specifies your needs. Please add any additional specifications you would like. Procurement Services posts the bid on the North Carolina electronic Vendor Portal (eVP) incorporating specifications provided by the department. This process can take up to four weeks, depending on the time of year.

Is the Request for Waiver of Competitive Bidding Approved?

YES

  • Procurement Services issues a request for a quote and forwards it to the supplier for completion. When the supplier returns the quote. Procurement Services issues a purchase order.

NO

  • Procurement Services develops a bid document and posts the bid for suppliers to consider.
    • Bid documents are received and evaluated by Procurement Services and the department.
    • The department submits a recommendation for award to Procurement Services.
    • If the recommendation is approved, Procurement Services issues a purchase order and sends it to the supplier.

A Pcard is a credit card used for NC State University business purposes for purchases below $5,000. The finance team can assist you with your Pcard purchases.

Allowable Pcard purchases include:

  • Prepaid Travel Expenses: Airfare and conference registration. An approved travel authorization is required before payment. Contact Bianca Woodard (bsnell@ncsu.edu) if using a gift account and Lauren Williamson (lgwilli2@ncsu.edu) if using state and start-up accounts. Contracts & Grants do not allow prepaid travel expenses.

  • Student Group Expenses: Request approval from your advisor for the purchase. Copy Terri Moss (tlmarti4@ncus.edu) and Bianca Woodard (bsnell@ncsu.edu) in the request. After approval, email Bianca Woodard to schedule a time to use the pcard.

  • Memberships: Only one-year memberships are permitted. Contact Bianca Woodard (bsnell@ncsu.edu) to arrange pcard use and copy Terri Moss to keep her informed about the purchase.

  • Non-Marketplace Purchases Under $5,000: Check the MarketPlace first before requesting to purchase using a Pcard. All purchases should be tax-exempt. If taxes are displayed online at checkout, submit the sales tax exemption form to the vendor to remove the taxes. Contact Bianca Woodard (bsnell@ncsu.edu) if using a gift account, Lauren Williamson (lgwilli2@ncsu.edu) if using state and start-up accounts, and Petya Radey(pdradey@ncsu.edu) for contract and grants purchases. Approval from Terri Moss (non-grants) or Petya Reyda (grants) before the purchase can be made.

IT purchases require approval from the IT team. You can purchase small computer accessories, such as keyboards and headphones, on the Marketplace yourself.

.