Purchasing - Division of Business and Finance

Energy Efficient Compliance

ENERGY EFFICIENT COMPLIANCE

As part of Fayetteville State University's ongoing pursuit of energy conservation, energy reduction, cost containment, and environmental protection, the following shall be the policy when purchasing energy consuming appliances that will be used at Fayetteville State University.

1. Purchasing Energy Efficient Appliances

As part of the University's on going pursuit of energy conservation, cost containment and environmental protection, the following shall be the policy when purchasing energy consuming appliances that will be used at Fayetteville State University. All appliances purchased by the University, to include those purchased indirectly through construction or renovation contracts, shall be ENERGY STAR certified in all areas for which such ratings exist. Determination of purchases will be based on initial and life cycle costs. ENERGY STAR appliances can be identified at http://www.energystar.gov.

2. Supported Computer Products and Related Technology

To assure the integrity of the university's computing network and to be able to provide instruction, consultation, and maintenance in a cost-effective and efficient manner, the university's ITTS Department has established standards for computer and related technology. In addition to covering ENERGY STAR-certified computer hardware, these standards specify operating systems, network protocol, and other operational software that are accepted for general use throughout the university.

3. Justification Memorandum

The justification memorandum is not a specific form but is a memorandum or letter that is prepared by a department to explain a particular purchasing requirement, the use of a specific purchasing method, or the requirements to support a certain action. The specific instances requiring the use of a justification memorandum are described throughout these policies and procedures.

A justification memorandum may be in any format and of any length and should be addressed to the Director of Purchasing. The purchase requisition referred to in the justification memo should be attached or clearly referenced on the hard copy sent to Purchasing.

Each justification memorandum or letter is prepared for a unique situation; therefore, the information necessary in each instance is different and must be tailored to meet the circumstance's needs.

4. Penalties for Non-Compliance

Compliance with University and State Purchasing guidelines is crucial to the operations of the university. Employees who do not follow appropriate purchasing guidelines will be subject to the penalties listed below. In addition, at the Vice Chancellor's discretion, the individual may be required to pay for the item purchased.

1. First Offense -The employee will be notified in writing (with a copy to the employee's supervisor) that she/he will be required to attend purchasing training. The employee may also be required to pay for the item purchased.
2. Second Offense - The individual will be required to pay for the item purchased and the individual's purchasing authority may be suspended for a certain time period.
3. Third Offense - The individual will be required to pay for the item purchased and the individual's purchasing authority will be terminated.