Overview
What once was a simple process of entering a requisition and getting a purchase order number has over the years become much more complex for various types of transactions.
When contracting with a third party for a good or service, there is always a level of potential risk. In many cases, the risk may be low i.e. buying paper or a consumable good. Other times, the risk may be very high and it is important that we assess the risk associated with binding the University to terms with a third party. Therefore, we must comply with the specific stakeholders requirements or policies.
One goal of the Purchasing Department is to help you understand the complexities based on a unique transaction and assure that you know where to get the appropriate approvals so Purchasing can then proceed with assuring an accurate contract is in place.
Each button above provides a guide and/or step by step instructions on the approval process needed in that area.
Below is a listing of some of the areas of compliance where you may be required to seek approval. Any links in the examples below are links to existing policies surrounding the activity.
Public Safety & Institutional Assurance
Approvals will be required for Events with staging as well as Programs involving children. This program (Programs Involving Children (PIC) policy) applies to all IU employees, students and volunteers who are participating in a program involving children or who will work with children. Additionally, the policy applies to any external organization using Indiana University facilities for programs that includes children.
Any program that may include children should review the PIC policy to determine how the policy applies. Questions concerning the policy can be directed to the Public Safety Office.
If you are working with IU Purchasing you are required to:
- Contact Public Safety to discuss your program and determine what language needs to be included in any agreements.
- Receive approval to move forward with the Purchasing process.
INLOCC
Certificate of Insurance naming “The Trustees of Indiana University” as an “additional insured” is often required.
IU Communications
Any sponsorships, membership in external organizations or marketing and communication, activities requires prior approval before Purchasing can approve the activity.
Licensing & Trademarks
All third party uses of IU’s name, logo, trademarks, colors, insignias, seal, designs, identifiable properties, or other intellectual property must be authorized by the IU Office of Licensing & Trademarks.
Call the Office of Licensing & Trademarks at 812-855-8830 or email iulogo@indiana.edu with questions.
Prepare to provide the following information
- An overview of what you would like to do and details about the vendor if applicable.
- What marks the vendor would like to use. Please be specific. There are 160+ trademarks in the Trustees trademark portfolio, many of which pertain to research and other initiatives. Vendors will not be given access to all IU marks.
- A detailed list of how the marks will be used.
Additional information
- All uses of Indiana University marks must adhere to the IU Trademark Policy
- All commercial and promotional products (giveaways) must be produced by a vendor licensed with IU.
- IU Purchasing will require an email copy of the authorization from L&T to proceed with a purchase. Please send a copy in with your requisition.
Overseas Study Advisory Council (OSAC)
OSAC approval is required for engagement of services related to students overseas when accompanied by faculty.
More Info »
RPAC - Revenue Producing Activity Committee
In compliance with Policy: FIN-TRE-VI-121 Establishing and Modifying Revenue Producing Activities - any revenue producing activity must have prior authorization by the RPAQ Committee before Purchasing can review and approve a contract.
UISO - University Information Security Office
Approval required when critical data will be shared with a third party through any means.
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Tax
Approvals needed for determination of independent contractor or international payments.
More Info »
Additional Help
Purchasing is happy to review your potential purchase and advise as you as to which area(s) you will need to involve prior to actual contract execution. For additional questions, please submit a Support Form