Categories

Preliminary Approvals

Overview

What once was a simple process of entering a requisition and getting a purchase order number has over the years become much more complex for various types of transactions.

When contracting with a third party for a good or service, there is always a level of potential risk. In many cases, the risk may be low i.e. buying paper or a consumable good. Other times, the risk may be very high and it is important that we assess the risk associated with binding the University to terms with a third party. Therefore, we must comply with the specific stakeholders requirements or policies.

One goal of the Purchasing Department is to help you understand the complexities based on a unique transaction and assure that you know where to get the appropriate approvals so Purchasing can then proceed with assuring an accurate contract is in place.

Each button above provides a guide and/or step by step instructions on the approval process needed in that area.

Below is a listing of some of the areas of compliance where you may be required to seek approval. Any links in the examples below are links to existing policies surrounding the activity.

Public Safety & Institutional Assurance

Approvals will be required for Events with staging as well as Programs involving children.

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INLOCC

Certificate of Insurance naming “The Trustees of Indiana University” as an “additional insured” is often required.

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IU Communications

Any sponsorships, membership in external organizations or marketing and communication, activities requires prior approval before Purchasing can approve the activity.

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Licensing & Trademarks

All third party uses of IU’s name, logo, trademarks, colors, insignias, seal, designs, identifiable properties, or other intellectual property must be authorized by the IU Office of Licensing & Trademarks by emailing iulogo@indiana.edu.

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RPAC - Revenue Producing Activity Committee

In compliance with Policy: FIN-TRE-VI-121 Establishing and Modifying Revenue Producing Activities - any revenue producing activity must have prior authorization by the RPAQ Committee before Purchasing can review and approve a contract.

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UISO - University Information Security Office

Approval required when critical data will be shared with a third party through any means.

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Tax

Approvals needed for determination of independent contractor or international payments.

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Additional Help

Purchasing is happy to review your potential purchase and advise as you as to which area(s) you will need to involve prior to actual contract execution. For additional questions, please contact us directly at purhelp@iu.edu

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