Email not displaying correctly? View it in your browser  woman smiling with piggy bank
Indiana University Purchasing Newsletter

Dear Reader,

As the fiscal year comes to a close, it is now time to look to the future.  Throughout the coming year, Purchasing will rely on your feedback more than ever to assess supplier performance and identify areas that can benefit from contract development.

We will continue to expand our Shop Contracts offerings and begin a new supplier outreach effort so that we may benefit from cost-saving ideas suppliers have to offer. 

Finally, we will investigate new methods to streamline the procurement process while also keeping a close eye on the latest "green" purchasing alternatives. 

I look forward to a new fiscal year full of opportunity, exciting partnerships and the continued success of Indiana University!


Sincerely,


Lorelei Meeker
Assistant Vice President
Indiana University Purchasing
Follow me on Twitter

July 2009
Volume 5, Issue 5

In This Issue

Follow the Latest Purchasing News

All Campuses 


New Incentives Added to FedEx Contract

IU utilizes a contract through the consortium E&I Cooperative for Federal Express small package shipping services.  The contract start date was June 2008, with yearly contract renewals through June 2013. The first year contract renewal took place as of June 2009 with some exciting new changes.
Read the full story »

spacer

Newsletter Articles Archived for Easy Reference


All Purchasing Newsletter articles since January 1, 2008, have been archived for easy reference.  The archive breaks articles down by subject so readers can easily browse topics such as “Saving Money,” “Green Purchasing,” and “EPIC,” among others.  Can’t find an article on a subject you think we should have covered?  Email newsletter editor Ethan Ax at eax@indiana.edu with your idea and we’ll write an article about it for our next newsletter.   

spacer

IU Renews Microsoft Campus Agreement - Some Server Products now Included

IU recently extended and expanded our campus Agreement with Microsoft.   Software available under the previous Campus Agreement will continue to be available throughout the duration of the four-year contract, with some exciting new changes. 

Read the full story »

spacer

EPIC News

Shop Contracts Page to Get Facelift, Improved Functionality

A new version of the EPIC Shop Contracts page (also sometimes referred to as the SciQuest SelectSite) will be released on July 26.  Users should have no trouble navigating the new system, but we do anticipate several noticeable improvements. 

Read the full story »

spacer

PO Does Not Automatically Institute Payment

Recently, there has been some confusion about when a payment to a vendor is issued.  It is important to note that a purchase order (PO) is only a request for goods or services.  Accounts payable will not send payment to the vendor until an invoice is received. 

Read the full story »

spacer

Add a Note When Returning Goods Purchased in EPIC

When returning an item, it’s always a good idea to add a note to the Purchase Order or Payment Request.  The note serves as an audit trail in the event a problem arises with an inaccurate invoice.  It’s best to leave the note in the proper document.  For example, if no payment has been made, leave a note in the PO note section. 

Read the full story »

spacer

Keep Notes in EPIC Free of Sensitive Data

The Purchasing Department encourages the frequent use of notes in EPIC documents, as they often provide valuable information about the order.  However, it is essential that the person leaving the note take care not to include any data that might be considered sensitive.  Specifically, never include Social Security Numbers, bank account numbers, or tax numbers in a note.  Notes in EPIC are permanent and can be seen by multiple people who have access to the document.  If these numbers must be shared with other staff or faculty members, the recommended method is by fax or phone.

spacer

Troubleshoot Errors with EPIC Punchout Vendors

The Purchasing Department works hard to secure contracts with vendors so that faculty and staff have access to competitive prices and superior service.  EPIC is a valuable resource for those who wish take advantage of those contracts, but on occasion, you may experience an error when attempting to access a Punchout Vendor.  If an error appears on your screen, follow the guide below for troubleshooting the problem.   

Read the full story »

spacer

EPIC Credit Memo Processing Reopens POs

If you see an open PO when you expected to see a closed PO, check to see if the last payment document processed was a credit memo. 

Learn How »

spacer

EPIC Training

Bloomington
Date: Thursday, July 23
Time: 8 a.m. to 10 a.m.
Location: Poplars 183
Register Now »

Indianapolis
Date: Thursday, July 9
Time: 9 a.m. to 12 p.m.
Location: UN 544 (Union Building) North side of building
Register Now »

spacer

P-Card News

Appropriate Use of P-Cards

Purchasing has received questions recently regarding what types of purchases are appropriate on the p-card.  The following list clarifies the proper use of p-cards.

Read the full story »

spacer

Bloomington News

New Procedure for Posting to Redistribution Listserv

For the convenience of our faculty and staff, Purchasing has established a central location through which all messages to the Resource Redistribution listserv should be sent. 

Read the full story »

spacer

Vendor Spotlight:  Safety Footwear Vendors

The Purchasing Department now has contract agreements in place with several safety footwear vendors.  These agreements offer a number of new benefits for IU employees, including (but not limited to) price discounts, special orders, and repair services.

Read the full story »

spacer

Purchasing Staff Member Receives LEED Certification

Assistant Director of Purchasing Karin Coopersmith successfully passed the Leadership in Energy and Environmental Design (LEED) AP exam.  In an effort to ensure that professionals are appropriately qualified, the LEED exam tests for knowledge and understanding of the LEED rating system, integrated sustainable design, and green building practices.  Additionally, the LEED AP will understand all LEED requirements, resources and processes.  Coopersmith’s accomplishment is an asset to the Indiana University community and the Purchasing Department’s efforts to advance environmentally-friendly buying practices. 

spacer

Surplus Store will now Operate Under Director of Sustainability

As of July 1, 2009, the Bloomington Surplus Store will report to Indiana University Director of Sustainability, Bill Brown, AIA, LEED AP.  Previously, the Surplus Store operated as an entity within the Purchasing Department. 

Read the full story »

spacer

Indianapolis News 


There's a Better Way to Order Custom Stamps

Guy Brown has taken the guesswork out of ordering custom stamps.  You can now choose the color, typestyle, and layout of your custom stamp online.

Learn How »

spacer

Relocation Resources for Faculty and Staff

Summer is the peak season for new faculty and staff to move with their families into our community.  IUPUI Purchasing has negotiated contracts with several local moving agents that offer large discounts, price protection, and other benefits when relocating. 
Read the full story »

spacer

Unsubscribe from this list.

Subscribe to this list.

Content Editor:  Ethan Ax
Design Editor: Brian Becker

Valid HTML 4.01 Transitional

Copyright©2009, The Trustees of Indiana University