Number: SOP-PURCH-13
Subject: Creating Non-Catalog Item or Recurring Payment Orders
Summary: Describes when a one-time non-catalog order or recurring order should be used.
Source: University Procurement Services
Date of Issue: 06/10/2019
Date of Revision: 06/24/2019
Rationale
To procure goods or services for Business Purposes that are not available in a catalog. IU ordering systems are not to be used for Personal Use.
Procedure
Non-Catalog Item Orders
Create a non-catalog item order for single purchases where the item(s) are not available in a catalog. These orders will be invoiced per item and then the order will be Closed.
Recurring Payment Orders
Create a Recurring Payment Order when the term of the order is for a specified period of time, and/or multiple invoices are expected against a single line item or PO#.
Examples of such orders may include:
- Lease/rental payments;
- Utility payments;
- High volume, small dollar, recurring purchases to a contracted supplier;
- Services contract with multiple payments
When setting up a Recurring Payment Order, the Recurring Payments section on the Requisition should always be completed – this differentiates a standard non-catalog item order from a recurring payment order.
Refer to separate training documents on how to create either of these orders.
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.