Indiana University Seal

Responsibilities in Acquisition Process FIN-PUR-4.0

Scope

-

Back to top

Policy Statement

The acquisition of goods and services is a cooperative effort between the requesting department and the purchasing department. Many of the steps involved in the process are the direct responsibility of the purchasing department or the requesting department; therefore, both departments have ownership of the outcome. Close cooperation is essential if the best results are to be obtained. After-the-fact purchase orders, except in the event of an emergency, will be avoided by early involvement of the purchasing department staff in the development of specifications or the identification of needs for goods and services.

University Procurement Services may terminate purchasing authority for an organization when on-going abusive activities warrant such action. University Procurement Services may also restrict personal reimbursements which may be construed as another form of after-the-fact purchases.

Back to top

Reason for Policy

While University Procurement Services is the sole purchasing authority for the University, cooperation between the requesting department and the purchasing department is essential.

Back to top

Procedures

Solicitation Process Procedures

Back to top

Definitions

After-the-fact Purchase Order (confirming order): This occurs when goods or services are acquired outside of approved University procurement procedures. Consequently, a purchase order must be created after goods or services are received and invoiced in order to pay the supplier.

Back to top

History

This policy was established on February 18, 1992.

Back to top