This library contains current Standard Operating Procedures (SOPs). Retired SOPs have been archived and removed from the library.
| Name | SOP # | Area |
|---|---|---|
| Refund Checks | SOP-AP-01 | AP |
| Process for requesting or claiming a supplier refund check. | ||
| Access to Invoices with Protected Health Information (PHI) | SOP-AP-03 | AP |
| How to request access to view BUY.IU invoice images containing PHI. | ||
| P-Card Roles and Responsibilities | SOP-CARD-01 | CARD |
| Defines what each person who uses or is involved in the P-Card process is expected to do. | ||
| Obtaining a P-Card | SOP-CARD-02 | CARD |
| P-Card application process and training requirement. | ||
| P-Card Document Retention | SOP-CARD-03 | CARD |
| Receipt retention requirements for P-Card transactions. | ||
| Restricted Items | SOP-CARD-04 | CARD |
| Items that cannot be purchased with a P-Card. | ||
| Personal Purchase Reimbursement | SOP-CARD-05 | CARD |
| How to refund IU for a personal purchase made with the P-Card. | ||
| Submitting Expense Reports as an Emburse Enterprise Delegate | SOP-CARD-06 | CARD |
| Reconcile a P-Card transaction when the approver and expense owner are the same person. | ||
| IU Amazon Business Account | SOP-CARD-07 | CARD |
| How to request an Amazon Business account. | ||
| Conflicts of Interest, Public Servants | SOP-PURCH-01 | PURCH |
| Provides a link to IU's Conflict of Interest reporting portal. | ||
| Automatic Purchase Orders (APOs) | SOP-PURCH-02 | PURCH |
| Describes when an order may bypass Purchasing review and how restricted purchases should be captured in BUY.IU. | ||
| Competition and Sourcing | SOP-PURCH-03 | PURCH |
| Outlines expectations of department and Purchasing staff during the request for proposal (RFP) and request for quote (RFQ) processes. | ||
| Public Posting of Bids greater than $250,000 | SOP-PURCH-04 | PURCH |
| States where Public Bids will be posted on the Purchasing website. | ||
| Sole Source Exceptions | SOP-PURCH-05 | PURCH |
| Describes the sole source exception request process. | ||
| Purchases for Employees | SOP-PURCH-06 | PURCH |
| Consequences of using university funds for personal purchases. | ||
| Auctions and Reverse Auctions | SOP-PURCH-07 | PURCH |
| Justifications that must be provided in order to purchase item at auction with university funds. | ||
| Change Request Process (PO Amendment) | SOP-PURCH-08 | PURCH |
| Edit an existing purchase order to add funds, update accounting information, and more. | ||
| Deposit With Order or Prepayment | SOP-PURCH-09 | PURCH |
| BUY.IU procedure for placing an order that requires a deposit or prepayment. | ||
| Recurring and Blanket Purchase Orders | SOP-PURCH-10 | PURCH |
| Describes when recurring and blanket purchase orders are appropriate to use. | ||
| Out of Pocket Reimbursements for Employees and Students | SOP-PURCH-11 | PURCH |
| Non-travel reimbursement procedure for IU faculty, staff, and students. | ||
| Purchasing Contracts and Signature Authority | SOP-PURCH-12 | PURCH |
| Defines when a Purchasing contract is required and who is allowed to sign purchasing-related agreements. | ||
| Trade-In Item on Order | SOP-PURCH-14 | PURCH |
| Create a non-catalog order that includes a trade-in, an item sent to the supplier in exchange for a discount. | ||
| Providing Financial Support to registered Self-Governed Student Organizations | SOP-PURCH-15 | PURCH |
| Issue a check request payment to a SGSO (Self-Governed Student Organization). | ||
| Special Payment Instructions | SOP-PURCH-16 | PURCH |
| How and when to complete the Check Stub Text, Special Handling, and Check Attachment fields. | ||
| Check Requests | SOP-PURCH-17 | PURCH |
| When and how to submit a check request form. | ||
| BUY.IU Receiving | SOP-PURCH-19 | PURCH |
| Requirements for BUY.IU receipt documents. | ||
| Using Force Matching on BUY.IU Invoices | SOP-PURCH-20 | PURCH |
| When the Force Match option should be used during invoice review. Force Match closes a PO after the invoice is approved. | ||
| Submitting Next Fiscal Year Requisitions and Locating Recurring Payment Orders | SOP-PURCH-22 | PURCH |
| How to find current fiscal year recurring purchase orders and establish new orders for next fiscal year. | ||
| Ship to a Non-IU Address | SOP-PURCH-23 | PURCH |
| Enter a non-IU address in a requisition. | ||
| Digital Learning Materials/Tools Required for classes listed in the SIS Schedule of Classes | SOP-PURCH-26 | PURCH |
| Ordering eTexts or other digital materials required for classes listed in the SIS Schedule of Classes. | ||
| Supplier Invoices | SOP-PURCH-27 | PURCH |
| Minimum requirements all supplier invoices must meet and how invoices may are accepted. | ||
| Receiving Access to a Contract Copy | SOP-PURCH-28 | PURCH |
| Request access to view an established purchasing contract. | ||
| Capital Assets | SOP-PURCH-34 | PURCH |
| Why the P-Card cannot be used to purchase capital assets or repair/replacement parts. | ||
| Equipment Transfers or Sales to Other Research Universities | SOP-PURCH-35 | PURCH |
| Transferring or selling computers and other equipment to other research universities. | ||
| Reporting Critical Data in BUY.IU | SOP-PURCH-36 | PURCH |
| How to report critical data in BUY.IU so it may be removed. | ||
| Ways to Make a Purchase | SOP-PURCH-38 | PURCH |
| Describes the methods available to make an IU business purchase and when each should be used. | ||
| Exception to Supplier Registration Process (BUY.IU) | SOP-SDM-21 | SDM |
| Request an exception on behalf of a supplier who cannot complete supplier registration due to physical or technical limitations. | ||
| Expiring and Expired W8 Supplier Maintenance | SOP-SDM-31 | SDM |
| Process for reviewing and inactivating foreign supplier profiles with expired tax information on file. | ||
| Requesting Reimbursement for Interrupted Travel | SOP-TVL-02 | TVL |
| Request reimbursement or credit for travel cancelled due to COVID-19. | ||
| Travel Insurance | SOP-TVL-03 | TVL |
| Guidance regarding purchasing and reimbursing travel insurance. | ||
| Handling Emburse Enterprise Expenses for a Department Different from Your Own | SOP-TVL-04 | TVL |
| How to request Emburse Enterprise access to reconcile charges for a staff or faculty member in department other than your own. | ||
| Use of Mobile Devices and Internet Access During International Business Travel | SOP-TVL-05 | TVL |
| Best practices and allowability related to international mobile phone charges. | ||
| Personal Time | SOP-TVL-06 | TVL |
| Allowability of travel expenses when a trip contains personal time. | ||
| Multiple Travel Days Per Diem | SOP-TVL-07 | TVL |
| How to account for travel days when it takes multiple days to reach a destination. | ||
| Childcare on NIH Fellowships and Training Grants | SOP-TVL-08 | TVL |
| Procedure for reimbursing childcare costs to NIH Fellowship Recipients. | ||
| Mileage Over 10 Stops | SOP-TVL-09 | TVL |
| Request mileage reimbursement for a trip containing more than 10 stops. | ||
| Emburse Enterprise Currency Conversion Tool | SOP-TVL-10 | TVL |
| How to use the currency conversion tool to convert purchases made in a foreign currency to US Dollars. | ||
| Booking Travel for Non-IU Affiliated Travelers | SOP-TVL-11 | TVL |
| Using IU's travel partners to book travel for job candidate or guest family members. | ||
| Trip Authorization Importing Options | SOP-TVL-12 | TVL |
| Determine the best option to use when importing a Trip Authorization report. | ||
| Reimbursing Shared Expenses | SOP-TVL-14 | TVL |
| How to reimburse expenses split across multiple travelers, for example an Airbnb rental. | ||
| GSA Rates Lodging Reimbursements | SOP-TVL-15 | TVL |
| Calculating lodging budget for a homestay like Airbnb or VRBO rentals. | ||
| Student Group Travel | SOP-TVL-16 | TVL |
| Best practices and processes when booking student group travel and reconciling expenses prepaid by IU. | ||
| Student Travel | SOP-TVL-17 | TVL |
| Reimbursement and reconciliation of Student Travel. | ||
| Student Group Travel Group Meals Tool | SOP-TVL-18 | TVL |
| How to use the Group Meals built-in tool when expensing student group meals paid out of pocket by the student group leader. | ||