Transcript Purchasing at Indiana University Bloomington

PURCHASING POLICIES
OR:
You can’t always get what
you want, but if you try
sometimes, you just
might find, you get what
you need
Why?
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The Board of Trustees established Purchasing.
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Purchasing Authority is vested in the Board of Trustees of
Indiana University and delegated through the President and the
Vice President for Administration to the University Director of
Purchasing. Only authorized Indiana University personnel may
commit university funds for goods and services.
Purchasing must operate under institutional policies
adopted by the Board of Trustees.
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http://www.indiana.edu/~purchase/
Policies
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Purchasing is charged with the responsibility to
monitor compliance with IU Policies.
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Administrators, faculty and staff must all adhere to
the same policies.
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In the procurement process, we must follow
Purchasing policies and all institutional policies.
–
www.indiana.edu/~policies
Purchasing Responsibilities
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Sourcing
Competition
Board Reporting
Audit Trail
Protect the Institution
Signature Authority
Ethical Environment
Sourcing (Policy 5.1)
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Ultimately, the Purchasing Department is responsible
to select suppliers to provide the goods and
services.
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Don’t go out on the limb yourself!
A Purchase Order must be issued before goods are
delivered or services are performed
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No “confirming” orders
Competition (Policy 5.0)
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Purchases that exceed $5,000 must show some
proof of competition or supply an explanation for the
lack of competition.
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We must account for how institutional dollars are
spent.
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Just send us a Req or an e-mail or a phone call
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It doesn’t have to take a long time!!!
Signature Authority (Policy 1.0)
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The Treasurer and designees of the Treasurer
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Purchasing Contract Managers
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If you sign any kind of agreement and you do not
have signature authority, you are committing yourself
personally
Ethical Environment (Policy 3.0)
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All procurement transactions must be conducted in a
proper, ethical, fair and legal manner.
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A Code of Ethics is part of Policy. (Policy 3.1)
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Indiana Open Records Law (Indiana Code Section 5-14-3)
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Purchasing data is institutional data (Policy 11.0)
No one other than Purchasing can share this information.
Treatment and Disposal of IU Property
(Policy 14.0 & 14.1)
Definition of IU property
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The true definition is that anything acquired through an
institutional process is considered IU property. (a disposable ink
pen or a $25,000 workstation are equally classed as property)
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If it is purchased with IU funds, it is IU property.
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Even property thrown in the trash is still IU property
while it remains on our premises.
At end of useful life, IU property must be disposed of
properly.
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IN SUMMARY --
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Call Purchasing First !!
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Call any of us !!
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Always feel free to call me directly:
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Jennifer Foutty, [email protected], 855-2306
Additional Items
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Uploading data from a spreadsheet into Line Items in
a Requisition
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Look at the EPIC Support Channel for the template
Modify it and save it as a .cvs file
In the Req, use the import items button
Don’t forget to start entering your FY06-07 Recurring
Payment Reqs!
Don’t forget that the Purchasing must RECEIVE
Reqs for FY05-06 is no later than June 12, 2006.