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JUSTIFICATION FOR EMERGENCY PURCHASE INSTRUCTIONS: This completed form must be included with each requisition/contract submitted for emergency acquisition of goods and/or services when the University's
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How to fill out justification for emergency purchase
How to fill out justification for emergency purchase:
01
Start by clearly stating the reason for the emergency purchase. Provide a brief explanation of the situation or event that has arisen, leading to the need for an immediate purchase.
02
Specify the urgency of the purchase. Explain why it cannot be postponed or planned in advance, emphasizing the potential negative consequences if the purchase is not made promptly.
03
Include a detailed description of the item or service being purchased. Provide specifics such as the name, quantity, and any necessary specifications or requirements. This helps to ensure that the justification is clear and concise.
04
Provide an analysis of the alternatives considered. Explain any alternative solutions that were explored, along with their limitations or drawbacks. This demonstrates that all possibilities were carefully evaluated before resorting to an emergency purchase.
05
Justify the need for immediate action. If there are any time-sensitive factors involved, such as limited availability or rapidly changing circumstances, it is important to highlight these. This helps to convey the urgency and necessity of the purchase.
06
Estimate the cost of the emergency purchase. Provide a breakdown of the expenses involved, including any additional costs such as shipping or installation fees. This allows the decision-makers to assess the financial impact and make an informed decision regarding the purchase.
07
Outline any potential risks or consequences of not making the purchase. Highlight any negative effects that may arise from delaying or not authorizing the emergency purchase. This helps to emphasize the importance and urgency of the situation.
Who needs justification for emergency purchase?
01
Organizations or companies that have established procurement processes often require justification for emergency purchases. This ensures accountability and prevents unnecessary or unauthorized expenses.
02
Government agencies or departments usually have strict regulations and procedures in place for emergency purchases. Justification is necessary to ensure transparency and compliance with legal and ethical standards.
03
Depending on the organization's internal policies, various levels of management or authorities may require justification. This can include department heads, project managers, finance teams, or executive committees, depending on the magnitude and significance of the purchase.
04
In some cases, external parties such as auditors or regulatory bodies may request justification for emergency purchases to assess the validity and necessity of the expenditure.
Overall, justification for emergency purchases is essential to provide a clear rationale and demonstrate the need for immediate action. It helps to ensure that resources are used efficiently and responsibly, and that the purchasing process remains transparent and accountable.
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What is justification for emergency purchase?
Emergency purchase justification is a document that explains the urgent circumstances requiring an unplanned purchase to be made.
Who is required to file justification for emergency purchase?
The person authorized to make the emergency purchase is required to file the justification.
How to fill out justification for emergency purchase?
The justification should include details of the emergency situation, reasons for the purchase, potential impact of not making the purchase, and approval signatures.
What is the purpose of justification for emergency purchase?
The purpose of the justification is to provide transparency and accountability for unplanned purchases made in emergency situations.
What information must be reported on justification for emergency purchase?
The justification must include date of emergency, description of item/service needed, estimated cost, and justification for the emergency purchase.
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