Index
Institutional Purchasing Policies
Purchasing Authority
- SOURCE: University Board of Trustees
- POLICY NO: P - 1.0
- DATE ISSUED: February 18, 1992
- DATE REVISED: July 16, 1999; March 1, 2000; August 13, 2003; June 30, 2009
Rationale
Authorization to commit university funds for goods and services.
Policy
Purchasing authority is vested in the Board of Trustees of Indiana University and delegated through the President and the Vice President and Chief Financial Officer to the Assistant Vice President, University Procurement Services. Only authorized Indiana University personnel may commit University funds for goods and services.
Policies, mission statements, systems development, and institutional reporting are the responsibility of the Assistant Vice President, University Procurement Services. The Assistant Vice President, University Procurement Services or a delegate has the authority to review any and all records to assure compliance with University policy. The Assistant Vice President, University Procurement Services is responsible for documenting and communicating purchasing policy to all campuses. Each campus will be responsible for the implementation of University purchasing policy, management of operational procedures, and the organization of its purchasing department. The Assistant Vice President, University Procurement Services is also responsible for implementation of University purchasing policy, management of operational procedures, and the organization of University Procurement Services. IU Northwest, IU South Bend, IU Kokomo, IU East, and IU Southeast have purchasing authority up to $50,000 per order. Orders that exceed this amount may be processed by the aforementioned campuses when the purchase is made from an existing University or campus-specific contract. In this event, the regional campus has the authority to complete the transaction; they must also notify the appropriate Purchasing Contract Manager and place a note to this affect on the order’s note screen in the procurement system. Exceptions to this policy must be approved by the Assistant Vice President, University Procurement Services.
Definitions
- Purchasing authority – the University Procurement Services' authority to commit University funds for goods or services, and all agency powers associated with the business activities.
- Purchasing – a process which includes:
- consultation with user departments
- selection of vendors
- solicitation of quotations
- awarding of orders
- recording of audit trail
Throughout the purchasing process, the purchasing departmental staff follows University policies, statutes, regulations, and ethical standards.
Procedure Reference:
The Assistant Vice President, University Procurement Services is responsible for maintaining a current organizational chart and a policy and procedures manual.
See Solicitation Process Procedures
Cross Reference
- Office of the Treasurer, Office of University Counsel, Policy VI-100
- P-2.0 State and Federal Statutes and Regulations
- P-1.2 Delegation of Purchasing Authority
- State Statute IC 4-13.4 (Appendix A)
Responsible Organization
- University Procurement Services
Last Reviewed: June 30, 2009
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