Number: SOP-SDM-21
Subject: Exception to Supplier Registration Process (BUY.IU)
Summary: Request an exception on behalf of a supplier who cannot complete supplier registration due to physical or technical limitations.
Source: University Procurement Services
Date of Issue: 01/13/2020
Date of Revision: 09/25/2023
Rationale
IU prefers suppliers utilize the Jaggaer portal when registering to do business with IU. The Jaggaer portal is a secure place the supplier can add and maintain critical data such as tax and banking information. This portal also removes the responsibility of handling this critical data from departments. Once registered, suppliers can check on status of payments, submit invoices and update contact and fulfillment information.
The exception process outlined in this SOP accommodates supplier portal set up for suppliers or individual(s) that are unable to complete the supplier registration process in Jaggaer. Exception requests are reviewed and approved by the Supplier Data Management (SDM).
Procedure
If your supplier is ALREADY in BUY.IU, skip to step 2.
- First, submit a supplier request form to notify SDM that a new supplier is needed. The type of supplier request form used depends on the type of payment the supplier will receive. Refer to the supplier section of the Financial Training website for guidance on selecting the appropriate request form.
- Enter N/A in the email field of the supplier request form.
- Enter “SUPPLIER EXCEPTION REQUESTED” in the description of items/services field or the Comments to Share with SDM field.
- After submitting the BUY.IU form, notify SDM of the exception request by submitting a Support Form.
- On the form, select the following options:
- I currently work with Indiana University: in a department
- I need help with: Suppliers
- Choose a topic: Supplier unable to register due to physical/technical limitations
- In the description of your support form, include:
- The type of supplier request form submitted (non-catalog, check request, etc.)
- The name and contact information (email or phone) for the individual(s) requesting assistance, in case we need to reach out to them.
- Details explaining the reason for the exception request, such as the supplier’s circumstances or ability to complete online registration.
- On the form, select the following options:
- SDM will review the request and notify you of its approval or rejection, as well as their justification.
- If the supplier can register themselves, but does not have an email address, a supplier information packet will be provided. The supplier must submit the completed packet to SDM via secure fax, 812-855-7839. SDM will also accept company-created information packets.
- If the supplier cannot register themselves and requires phone assistance, Please notify SDM so the Supplier Consultants may contact the supplier to assist with the registration process.
- Under LIMITED circumstances, SDM will obtain the W-9 from the department. If a W-9 for the supplier is already available, let SDM know in the support form. We will advise on next steps.