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Procurement Services

Purchasing

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Bloomington Purchasing FAQ

1. How do I buy advertising?
2. How do I destroy documents or data?
3. How do I buy carpet for my office?
4. How do I buy furniture for my office?
5. How do I buy a marker board or corkboard?
6. What is the process for disposing of old computer hard drives?
7. I have to cater an event and/or organize a conference, what do I do?
8. I have a contract for an event – who should sign the contract?
9. How do I make arrangements for relocating a newly hired faculty or staff member to Bloomington?
10. How do I test a chair before I buy it for my office or conference room?
11. I want to buy a large banner or sign to display on University property – what do I need to do?
12. Does IU have an agreement with a shipping company for reduced shipping rates?
13. Who has the authority to sign documents committing IU funds to outside vendors?
14. What can a department sign?

1. How do I buy advertising?

Follow these steps:

1. Before a requisition is processed contact the advertiser to determine pricing. The advertiser will provide a rate card (pricing), a terms document (examples of terms are how the advertising copy must be submitted, the deadlines, proofing requirements), an insertion order (a form that describes how the advertisement needs to be submitted) and possibly a quote.
2. Next prepare the advertising copy (the terms will describe how the copy must be prepared).
3. Prepare and route the requisition.
4. Forward the rate card, the terms, insertion order, quote (if submitted by advertiser) and the advertising copy (if ready for submission) to the Purchasing Department, Attn: Karin Coopersmith. If the advertising copy is not ready at this time it can be forwarded to purchasing at a later date.
5. A purchase order will be processed after the requisition has been fully approved and the items listed in #4 above are received. The Purchasing Department will sign the insertion order and forward all materials to the advertiser.

2. How do I destroy documents or data?

Indiana University has contracts with several approved document destruction vendors. You may work with these vendors directly.

3. How do I buy carpet for my office?

Contact Karin Coopersmith at 812-855-3198 or email kcoopers@indiana.edu.

4. How do I buy furniture for my office?

The Purchasing Department and the University Architect's office are both available to assist with your office furniture needs. View the step-by-step process for ordering office furniture.

5. How do I buy a marker board or corkboard?

Fill out the Request for Marker board/Corkboard form.

6. What is the process for disposing of old computer hard drives?

Per Indiana University Policy 14.1, departments are individually responsible for insuring that no sensitive or confidential data can be recovered from their computers. After properly wiping the hard drive, contact the IUB Surplus Store. The Surplus Store will take additional steps to wipe the hard drive to Department of Defense standards. The Surplus Store may resell computers that have been successfully wiped. All other computers will be shredded and will receive a certificate of destruction. View additional hard-drive destruction details.

7. I have to cater an event and/or organize a conference, what do I do?

Due to budgetary, legal, and health issues, a three-step procedure must be followed:

1. Review allowable Hospitality Expenses and obtain a Hospitality Request Form.
2. If a contract is involved, forward it to Karin Coopersmith in Purchasing.
3. Obtain Environment Health & Safety approval for on-campus catering if the public is invited.

8. I have a contract for an event – who should sign the contract?

Someone from the Purchasing Department. Please direct all event-related contract questions to Erin Endris at 812-855-3198 or enendris@indiana.edu.

9. How do I make arrangements for relocating a newly hired faculty or staff member to Bloomington?

Complete the Moving Request for Contractors form. Quotes from four moving companies with whom IU has pricing agreements will be sent to the individual who is relocating. Once a vendor has been selected, submit all quotes and a requisition to Purchasing. Contact Dawn Bodle at 812-856-6715 or dbodle@indiana.edu for assistance.

Additional Information:

• Moving Expenses Policy
• What to do if IU is paying for some or all of the relocation costs
• What to do if IU is not paying for any of the relocation costs
• Relocating an office or research equipment to an IU address

Community Information:

• City of Bloomington
• Monroe County

10. How do I test a chair before I buy it for my office or conference room?

The Purchasing department offers chair demos every Tuesday and Thursday in the Poplars building, room 409. Tuesday chair demo hours are from 1 p.m. to 3 p.m. Thursday chair demo hours are 9 a.m. to 11 a.m. No appointment necessary. Please direct any questions to Erin Endris at 812-855-3198 or enendris@indiana.edu.

11. I want to buy a large banner or sign to display on University property – what do I need to do?

Due to potential safety and structural integrity issues, banners or signs must receive prior written approval from the University Architect's Office. However, the acquisition of all banners still occurs through the Purchasing Department. See our banner guidelines and procedures for more information.

Also see: Sign Catalog (PDF) - IU Bloomington Sign Shop

12. Does IU have an agreement with a shipping company for reduced shipping rates?

Yes. IU enjoys contract pricing through an agreement with E&I Cooperative consortium.

FedEx Resources:

• FedEx contract page
• PowerPoint Presentation
• Questions and Answers
• Accessing IUIE Accounting Documents

13. Who has the authority to sign documents committing IU funds to outside vendors?

All documents should be forwarded to purchasing, referencing the corresponding requisition for the payment. It is also helpful to indicate in EPIC notes that a supporting document is being forwarded to purchasing (indicate person, if known) via fax, campus mail or email (your choice). This helps expedite the execution of both the contract and the purchase order.

For further information please see Signature Authority and Delegation.

14. What can a department sign?

Once a contract is in place with a vendor committing funds for product or services, the department may sign off on art proofs for advertising or promotional materials, acknowledgements of orders placed (be sure to reference your purchase order and compare), or change orders that do not affect the pricing or terms for the product or service. If you are unsure, do not hesitate to contact Purchasing for clarification.