Purchasing Services

Purchasing Team and Their Commodities

• PUR 1.40 
• Independent contractor Quick Guide 
• Position Classification Decision Tree
• Single/sole source waiver
• North Carolina General Terms and Conditions
• UNCW General Terms and Conditions

• eVP Registration
• NC Debarred Vendor list
• Federal Debarred Vendor List
• HUB Vendors
• Doing Business With UNCW
• NC DOA Vendor Forms
• NC DOA Statewide Term Contracts
• NCDIT Statewide IT Contracts

• UNCW Card Guide Page

• Link to fixed assets
• Link to Tax Exempt form
• Doing Business With UNCW
• Expenditure Guidelines
• Basic Spending Guidelines

UNCW Business Purpose Guidelines

Revised 05/27/2026 | University expenses must serve a clear business purpose that primarily benefits the University, comply with federal and state regulations, and clearly support UNCW's mission. Please apply these guidelines across all financial systems.

The 5 W's — What to Include

Names or roles of involved UNCW employees or individuals
The purchase or service being requested
When goods or services are needed or used
Where they are used or consumed
Most important — why the expense is necessary and how it supports UNCW's mission

Why Clear Documentation Matters

•Ensures compliance with institutional, legal, tax, and audit requirements
•Reduces risk of penalties, fines, and reputational harm
•Supports non-taxable reimbursements under IRS accountable plan rules
•Creates consistent, defensible financial records

**Avoid vague descriptions, acronyms, or jargon. Describe expenses in the context of research and education — UNCW's core mission.**

Roles & Responsibilities

Examples — Acceptable vs. Unacceptable