60.43 - Emergency Purchases

Owner:

• Position: Purchasing Services Director
• Email: purchasing@uidaho.edu

Last Updated: July 13, 2026.

A. Purpose. This policy authorizes and governs emergency purchases of goods and services when necessary and in the best interest of the University.

B. Scope. This policy applies to all University units that must procure goods or services under documented emergency conditions when needs cannot be met through normal procurement methods.

C. Definitions. 

C-1. Emergency. Circumstances that are unforeseen or beyond the University’s control, present a real, immediate, or extreme threat to essential University functions, are reasonably expected to result in excessive loss or damage to property or other resources, and/or may result in bodily injury or loss of life.

D. Policy. 

D-1. Authority. The Director of Contracts and Purchasing Services, or their designee, may authorize emergency purchases.

D-2. Competition. Competition must be obtained to the fullest extent practicable under the circumstances and documented.

D-3. Funding. Funds must be available for any emergency purchase.

D-4. Thresholds and Approvals.

D-5. Time-Sensitive Authorization. Verbal authorization must be obtained from the Director of Contracts and Purchasing Services, or designee, no later than the next working day following the emergency procurement.

E. Procedure. 

E-1. Initiate Emergency Procurement. When an emergency condition exists and normal procurement practices cannot meet the need, the affected department may procure in the open market at the best obtainable price.

E-2. Confirm Funding. Verify budget availability prior to, or immediately after, the emergency transaction.

E-3. Conduct Competition. Solicit competition to the fullest extent practicable; record suppliers contacted, quotes received, and selection rationale.

E-4. Obtain Authorization. Secure verbal authorization from the Director of Contracts & Purchasing Services, or designee, no later than the next working day after the transaction if prior authorization was not feasible.

E-5. Documentation. Within two working days after the purchase or cessation of the emergency (whichever is later), submit to the Director of Purchasing Services a signed explanation describing: the emergency circumstances; why the purchase was necessary; competition obtained; funding source; and any required approvals.

F. Contact Information. Purchasing Services — Email: purchasing@uidaho.edu. uidaho.edu/purchasing

G. Forms.

Emergency After-the-Fact Payment Request Form

Version History

July 2026. Interim approved on July 13, 2026. Revisions maintain the original policy framework for emergency purchases but introduce significant increases in the authorized procurement thresholds. Also, updates to current format.

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