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Policies and Procedures

Policy 1262 – Office Decor

Effective
July 1, 1995
Last Updated
October 6, 2014
Last Reviewed
October 6, 2014
Responsible University Officer
Director of Purchasing Services
Responsible Unit
Purchasing Services

Policy Statement

Items having only aesthetic value may not be purchased for an individual office using State funds. This includes art, flowers, shrub planters, decorative lamps or wall hangings. These items may be purchased for activities or areas that enhance the public image of the University. Planters of either natural or artificial materials are considered permanent decoration. University Facilities Services must be involved in the selection and placement of these items.

The purchase of draperies and window treatments are subject to the approval of Facilities Services. Maintenance and replacement of draperies and window treatments are the responsibility of the requesting department. Draperies and window treatments needed for acoustical or lighting purposes may be charged to State funds.

Reason for Policy

This policy is to ensure the proper acquisition process is applied to the purchase of decorative items.

Exclusions

None

Special Situations

None.

Procedures

None

Additional Information

Frequently Asked Questions

Q: Is there a specific State-term contract that addresses window treatments?
A: There is a State-term contract for venetian-style mini blinds. They are aluminum mini blinds, not plastic. There are no other State-term contracts that address any other type of window treatments or draperies.

Q: Should departments take their own measurements for the purchase of blinds or window treatments?
A: It is entirely up to the customer. The State-term contract specifically explains the measuring and installation process if the blinds will be installed by the customer. If the vendor installs the blinds it is recommended that the customer let the vendor measure the blinds or window treatments.

Q: May we purchase blinds from a local home improvement store?
A: Yes, if your purchase is less than the $125 minimum order requirement listed on the State contract.

Q: Are there any quality acceptance inspections to be performed after the purchase and installation of blinds?
A: Only if the total purchase amount exceeds $2,500. At that point a quality acceptance inspection is required by the NC Division of Purchase and Contract before the invoice is paid by the department.

Q: How do we purchase draperies?
A: This type of window treatment is not covered under any specific State term contract. If the cost of the window treatments is expected to be greater than $5,000, a minimum of three vendor quotes is required before the purchase. Draperies may be required to meet certain fire-retardant codes; and the customer can also contact UNC Design and Construction Services for more information. The NC Division of Purchase and Contract requires a quality acceptance inspection if the project cost exceeds $2,500.

Q: Our new faculty member has purchased a lamps and paintings for his office and is requesting reimbursement. Is it possible to reimburse him from an F&A fund source for these items?
A: No, F&A funds have the same restrictions as State funds.

Q: A faculty member wants to purchase holiday cards to send out to donors and alumni. We wish to use our State fund source for these purchases if possible.
A: Greeting cards cannot be purchased using a State fund source.

Related Data

State of North Carolina term contract for blinds
State of North Carolina Administrative Code Subchapter 5B, Section .0900 - Inspection and Testing, Responsibility
Facilities Services Web Request System

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Draperies and Window Treatments Purchasing Services – Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu
Purchase of Draperies and Window Treatments Facilities Planning 919-966-1571 919-962-9103

History

Revised:
October 1, 2014: Updated references to fund source; removed special situation.
July 1, 2011: Included content from policy on Decorations, Flowers and Greeting Cards
August 2, 2010
November 18, 2003