EFFECTIVE DATE: September 09, 2020
ISSUE #: 6
PRESIDENT: Dr. Antonio Tillis (Interim)
This document outlines the circumstances under which a situation may qualify as an
emergency and the process by which an Emergency Purchase Order (EPO) may be placed at
the departmental level. This policy complies with SAM 03.B.01, Purchasing Guidelines, and
with all university, state, and federal regulations and applies to all University of HoustonDowntown (UHD) departments and funds, with any distinctions noted.
An emergency purchase is defined by the Texas Administrative Code (Rule 391.103) as a
purchase of goods or services for which delay would create a hazard to life, health, safety,
welfare, or that an agency will suffer financial or operational damage unless they are secured
2.1 The UHD Purchasing Department is authorized to provide for emergency purchases and
is the primary authority for determining whether a stated departmental need qualifies as
a bona fide emergency eligible for an Emergency Purchase Order (EPO).
2.1.1 When a situation exists wherein the requirement for goods and services is so
severe that the university will suffer operational or financial damage if the goods
or services are not secured immediately, an emergency purchase order should be
2.1.2 An "emergency purchase" may be required when a needed good or service
involves a higher level of expenditure from state funds than otherwise allowable
and/or the university cannot tolerate the six to eight weeks it may take for the
state to place an order.
2.1.3 The emergency must be of a time critical nature such that a rush purchase
processed through normal channels will not suffice.
2.2 Emergency Purchase Orders are restricted to the following dollar limits set forth in
Dispensing of Emergency Funds.
2.3 Emergency purchases require a letter of Emergency Justification signed by the
college/division administrator stating:
2.3.1 The reason for an emergency purchase by explaining what the emergency is
and/or what caused the emergency.
2.3.2 The financial or operational damage that will occur if needs are not satisfied
immediately. (Do not just state there will be a loss or damage.)
2.3.3 Why the needs were not or could not have been anticipated so that items could
be procured through regular procurement procedures.
There are no procedures associated with this policy.
Responsible Party (Reviewer): Executive Director, Budgets, Procurement and Contracts
Review: Every three years on or before August 1st
Signed original on file in Employment Services and Operations.
Issue #1: 11/01/99
Issue #2: 10/15/01
Issue #3: 08/12/10
Issue #4: 11/19/14
Issue #5: 03/19/18
UH System Administrative Memorandum 03.B.01
Dispensing of Emergency Funds
Emergency Justification Letter