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Purchasing Services

Advancing the professional practice of Procurement and Contracting to drive value and competitive advantage to a prosperous, sustainable, advancing and leading University.

Our Mission

The Department of Purchasing Services' mission is to provide direct support to the educational mission of the University by assisting departments in obtaining products and services of a high quality, at the lowest cost, and in the time needed.

Purchasing administers relative contracts and leases; manages assets from acquisition through disposal and achieves this mission by processing orders, generating agreements and leases along with tracking equipment in an efficient manner and within the constraints of state purchasing requirements, UNCW policies, and the highest ethical standards. Meeting the needs of the University community is the focus of Purchasing Services' efforts.

News & Events

Purchasing Resources


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

Who Names or roles of involved UNCW employees or individuals
What    The purchase or service being requested
When  When goods or services are needed or used
Where Where they are used or consumed
Why   

Most important - why the expense is necessary and how it supports UNCW's mission

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

Preparer / Creator Budget Authority / Fund Approver Finance (AP, Purchasing, Travel)

Collects the 5 W's, verifies allowability, attaches documentation, and submits the transaction correctly.

 Reviews business purpose, funding, compliance, and documentation — then approves or rejects. Reviews for policy compliance, allowability, documentation completeness, and provides final approval.

 

 

 

 

 

 

 

Examples — Acceptable vs. Unacceptable

Unacceptable Acceptable - Detailed Business Purpose
Presented at conference Dr. Sammy Seahawk traveled to Asheville, NC to present a paper at the Exotic Animal Symposium on 3/1/20XX to share research with colleagues.
Meal with colleagues Dean Sammy Seahawk had a business meal on 4/15/20XX with John Q. Doe – guest speaker from ECU and Jane Q. Smith – Asst. Prof., NCSU to discuss [topic] at McAlister’s Deli.
External hard drive On 3/22/XX, a portable USB flash drive was purchased from Walmart for field research for Dr. Sammy Seahawk when working away from the office.
Lunch with job candidate Hiring committee lunch on 3/22/XX with AVP candidate at Baja Grill as part of the search committee's two-day interview process.
Research collaboration Dr. Sammy Seahawk traveled through Argentina from April 2nd through April 10th to research rural irrigation systems for the journal publication "Improving Rural Irrigation Systems."
Conference Dean Sammy Seahawk attended the International Bio-medical Conference on 4/5/XX in New Orleans, LA to keep up on current trends and for professional development.
Membership Membership for the period of 1/1/20XX – 12/31/XX provides certification required as part of Sammy Seahawk's job description. (Attach written supervisor verification.)

The Guide to Procurement

Check out this informative guide to procuring goods and services.
Read the Guide

Contact Us

UNCW Purchasing Services

Phone: 910.962.3158
Fax: 910.962.3829

purchasing@uncw.edu

Purchasing
5129 Lionfish Dr
Wilmington, NC 28403-5615

8 a.m.-5 p.m., Monday-Friday

 

 

UNCW Card Pickup Hours:

Monday - Thursday  9am - 11am & 2pm - 4pm

Friday 9am-11am