Administrative Affairs
Policies and ProceduresWELCOME TO THE ONLINE (AND ONLY) VERSION OF THE IU SOUTHEAST POLICIES AND PROCEDURES MANUAL The purpose of this web site is to provide an accessible, easy to use repository of all campus-specific policies and procedures, with links to other campus and University resources.Decorative Image

B-5. Purchasing

Indiana University has centralized all university purchasing into the Office of Procurement Services and has divided their staff into teams of commodity specialists. When purchasing an item, the department will process a requisition in EPIC for a purchase order. This will route to the appropriate team and commodity specialist based upon what items are being requisitioned. The Office of Procurement Services website contains contract information, contact lists, and policies.

The Office of Procurement Services holds signature authority for all purchases made for the university and maintains authority to bind the university financially to a vendor. Vendor contracts may not be signed by any campus department and must be passed through to the appropriate contract manager for approval.

All goods and services purchased for the university use must be purchased in accordance with University policy P-20 which states the following:

  • Faculty and staff should use procurement cards and automatic purchase orders (APO) with non-contracted suppliers only when the goods or services are not available through an established contract.
  • Purchasing staff will audit APO transactions to determine compliance with the policy.
  • If a faculty or staff member is aware of problems with an established agreement, he or she should contact the purchasing department regarding the issue for resolution. Similarly, faculty and staff should contact the purchasing department to develop contracts that would help streamline the procurement process.

The following decision tree should be followed when making a purchase:

Does one of the university’s contracted vendors supply the product? YES   The purchase must be made from them via requisition through EPIC.
  NO   Proceed to next step.
Does a vendor already listed in the EPIC system supply the product? YES   The purchase must be made from them via requisition through EPIC.
  NO   Proceed to next step.
Is this a one-time purchase YES   If it is a one-time purchase under $1,000, then the departmental procurement card may be used.
  NO   Proceed to next step.
Will the good or service be purchased again? YES   If the purchase may be repeated in the future or the amount is over $1,000, then a new vendor will need to be         established in the EPIC purchasing system so that a requisition for purchase order can be processed. See instruction on adding a new vendor on the FMS website.