SOP-PURCH-06: Purchases for Employees

Number: SOP-PURCH-06

Subject: Purchases for Employees

Summary: Consequences of using university funds for personal purchases.

Source: University Procurement Services

Date of Issue: 02/18/1992

Date of Revision: 07/22/2019

Procedure

Suppliers are not expected to extend beneficial pricing privileges to University employees but may do so at the supplier’s sole discretion. Any formal agreement with a supplier which seeks to extend discounts or services to employees shall have prior approval of the Associate Vice President of Procurement Services. These agreements shall not place Indiana University in the position of taking ownership or being responsible for funding such purchases.

Engaging in or permitting unethical or illegal use of university funds constitutes grounds for disciplinary action up to and including denied or restricted access to the review of solicitation responses and other purchasing information, termination of employment and/or criminal prosecution. This applies to all Indiana University employees including faculty and staff.

Definitions

Personal Use:

Activities that do not further the mission or purposes of University but rather are activities for the personal benefit of a single individual or group of individuals. Personal use items would be those that are considered a personal preference but are not necessary to do the required job. Examples are headphones (earbuds), couches, hand lotion (versus hand sanitizer), facial tissue, etc.

Business Purpose:

Activities that further the mission or purposes of the University and, in the case of an employee of the University, are activities that fall within the scope and authority of the person’s employment.