Indiana University Institutional Purchasing Policy - Purchasing Authority

SUBJECT: 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

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 for Administration to the University Director of Purchasing. 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 University Director of Purchasing. The University Director of Purchasing or a delegate has the authority to review any and all records to assure compliance with university policy. The University Director of Purchasing 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 the Purchasing Department. At the Bloomington campus, the University Director of Purchasing is also responsible for implementation of University Purchasing Policy, management of operational procedures, and the organization of the Purchasing Department. IU Northwest, IU South Bend, IU Kokomo, IU East, and IU Southeast have purchasing authority up to $25,000 per order. Orders that exceed this amount may be processed by the aforementioned campuses when the purchase is made from an existing pre-negotiated 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 EPIC. Exceptions to be approved by the University Director of Purchasing.

DEFINITIONS:

Purchasing authority is defined as the University Purchasing Department's authority to commit university funds for goods or services, and all agency powers associated with the business activities.

Purchasing is a process which includes:

  • consultation with user departments;
  • selection of vendors;
  • solicitation of quotations;
  • awarding of orders; and
  • recording of audit trail.

Throughout the purchasing process, the Purchasing Department follows statutes, regulations, and ethical standards.

PROCEDURE REFERENCE:

The University Director of Purchasing is responsible for maintaining a current organizational chart, policy and procedures manual.
Solicitation Process Procedures

CROSS REFERENCE:

RESPONSIBLE ORGANIZATION:

University Purchasing Department

Last Reviewed: March 1, 2000