1. Purchasing and Accounts Payable
Frank FioRito – Director

2. AP/PO/PCard The Team: Donna Taylor – AP Manager
Mike Wheaton – PCard Administrator (and purchase order processing)
Elena Mancari – AP Clerk – Direct Pay
Luz Arellano – AP Clerk – PO Related Invoices

3. Authority to bind IIT to contracts
IIT’s policies are posted on the General Counsel’s website
counsel/resources/policies-and-procedures
One policy identifies those that have authority to contract in the name of IIT

4. Purchasing Procedures
Are designed to comply with the IIT policies
Designed to comply with Federal law
Meant to protect IIT from loss
Not necessarily designed to be quick

5. Decentralized buying under centralized control
Simply follow the Purchasing Manual
Write this link down!
nts/purchasing/pdfs/Purchasing%20Manual% 20edit%20version%2002%2021%202017%20re vision.pdf
(Just kidding)

6. How to buy?
1. Goods under $500
2. Goods under $2,500 with PCard available
3. Goods over $500, but no PCard

7. Tools Under $500 - Request for Check Under $2,500 – Pcard
Over $500, but No Pcard Available – Banner Requisition

8. Exceptions to the use of POs
Certain payments for goods and services do not require a purchase order. These exceptions include, but are not limited to:
Payment of taxes, assessments, and fees imposed by government agencies
Pass-through payments to IIT customers’ vendors when required by contract between IIT and its customers (both internal and external).
Confidential legal and benefit services
Workers compensation claims and insurance premiums
Exceptions that are approved by the Controller to avoid duplication of orders.
Donations including support of community groups through purchase of attendance tickets for fundraising events.
Institutional Memberships (e.g. trade organizations)
Registrations (e.g. conferences, seminars, etc.)
Utilities
Payments for these exceptions can be processed using a Request for Check regardless of dollar amount.

9. Request for Check Exercise 1

10. AP 2

11. AP 3

12. AP 4

13. AP 5

14. AP 6

15. AP 6

16. Over $25,000
Vendor Selection Form
Sole Source Justification Memo

17. Vendor Selection Form Exercise
What is wrong here?

19. Sole source justification memo
Would you accept this?

23. Purchase requisitions
1. You have to have access to Banner
2. You have to know how to use Banner
There are some training tools posted at the Purchasing Portal.
Also on the Controller’s Website

24. Why is Purchasing at IIT so complex?
Decentralized Purchasing requires the departments to follow all sorts of different processes:
How to Buy

25. We have many, many, many rules
We have many, many, many, answers:
Keep going back to the Purchasing Portal
Check out How to Buy

26. Accounts Payable
When goods and services are provided, the vendor sends the invoice.
The invoice must get to Accounts Payable in order to START the payment process
An invoice can be entered into Banner ready to go, but it won’t create a check for payment unless the invoice is approved in Banner

27. How do invoices get to AP?
By policy: PO vendors send invoicing directly to AP
By reality: Directly to AP or forwarded to AP by whoever gets the invoice
Key Concept: The invoice MUST get to AP

28. Common Questions for A/P
nts/accounts-payable/pdfs/faq_AP.pdf

29. Expense and Travel Reimbursement
Use a Request for Check to get payments made for purchases
Use an Employee Travel and Expense Reimbursement for reimbursement for travel related expenses

30. Self Service Banner Provides a means of tracking the progress of your:
Requisition
Purchasing order
Invoicing
Cash disbursement

31. What are the pain points?
Not familiar with Banner
Budget issues
No catalog of vendors
Need new vendor added
Vendor hasn’t been paid
Pcard credit at limit
Employee Expense and Travel Report rejected
Invoice submitted but vendor not paid
Etc.

32. Travel