What is information technology department

What is an emergency purchase?

Buy it now is required to reduce the risk of loss of life or property related to an unexpected event. In emergency situations, normal shopping rules can be suspended to give people access to the goods or services they need in order to immediately mitigate the emergency. Typically, they will need to submit documentation to aid the purchase, with specific information about the situation, needs, and the vendor who ultimately provided the materials required. A review may later determine that the situation was unsuitable for specific treatment.

In conventional circumstances, purchases are structured in a budget. For larger purchases, a comparison purchase or an invitation to submit offers must be made. For example, a college asks several plumbing companies for quotes to determine which can best meet their needs and awards a contract to the best. When a plumbing emergency occurs, like a sudden shutdown that threatens to flood a building or spill garbage on campus, the college can bypass that process with an emergency purchase to fix the problem.

The purchase must contribute directly to the rapid resolution of an emergency. For example, hiring a plumber to fix an outage is allowed, while paying a carpet cleaning company may not be considered an emergency. Requests for emergency purchases can be denied if the problem was avoidable or foreseeable. For example, an information technology department should have plans to replace outdated equipment and backups for emergencies. If it doesn't and the network is at risk, the emergency was caused negligently and may not qualify for an emergency purchase.

Typically, careful logs are created to define and monitor emergency purchases. The aim is to prevent situations where people use this last resort method to meet basic needs. Buying it now can be more expensive, especially if it's related to a disaster that exceeds the company's immediate needs. For example, in a hurricane, generators can get extremely expensive, and companies that need to buy them to keep the services running will spend more than buying a generator in advance to prepare for emergencies.

Special authorization forms can be used for an emergency purchase. The form explains the nature of the situation, defines the emergency and explains how the expenses were necessary. A manager or line manager may need to sign the form and indicate that it has been reviewed and approved. Auditors with concerns can request an audit and recommend activities such as better contingency planning in the future to prevent such situations from reoccurring.

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