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? The Board of Trustees established Purchasing. – 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. –

Policies Purchasing is charged with the responsibility to monitor compliance with IU Policies. Administrators, faculty and staff must all adhere to the same policies. In the procurement process, we must follow Purchasing policies and all institutional policies. –

Purchasing Responsibilities Sourcing Competition Board Reporting Audit Trail Protect the Institution Signature Authority Ethical Environment

Sourcing (Policy 5.1) Ultimately, the Purchasing Department is responsible to select suppliers to provide the goods and services. – Don’t go out on the limb yourself! A Purchase Order must be issued before goods are delivered or services are performed – No “confirming” orders

Competition (Policy 5.0) Purchases that exceed $5,000 must show some proof of competition or supply an explanation for the lack of competition. We must account for how institutional dollars are spent. Just send us a Req or an or a phone call – It doesn’t have to take a long time!!!

Signature Authority (Policy 1.0) The Treasurer and designees of the Treasurer Purchasing Contract Managers If you sign any kind of agreement and you do not have signature authority, you are committing yourself personally

Ethical Environment (Policy 3.0) All procurement transactions must be conducted in a proper, ethical, fair and legal manner. A Code of Ethics is part of Policy. (Policy 3.1) Indiana Open Records Law (Indiana Code Section ) – 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 – 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) If it is purchased with IU funds, it is IU property. 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.

IN SUMMARY -- Call Purchasing First !! Call any of us !! Always feel free to call me directly: – Jennifer Foutty,

Additional Items Uploading data from a spreadsheet into Line Items in a Requisition – 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.