Associate VP, Office of Procurement Services
Purchasing authority is vested in the Board of Trustees of Indiana University and delegated to the Treasurer of the Board of Trustees and of the University (“Treasurer”) to the Associate Vice President (AVP) of University Procurement Services. Only authorized Indiana University personnel with delegated authority may commit University funds for goods and services.
Purchasing policies, mission statements, systems development, processes, procedures and institutional reporting are the responsibility of the AVP of University Procurement Services. The AVP of University Procurement Services is responsible for documenting and communicating purchasing policy to all campuses, the implementation of University purchasing policy, management of operational processes and procedures, and the organization of the purchasing department. Exceptions to this policy must be approved by the AVP of University Procurement Services.
Signature Authority and Authorized Exceptions:
Signature Authority is granted to specific individuals within Indiana University. Faculty and staff do not have the authority to sign contracts for the purchase of goods and services on behalf of the University without official written authorization.
The AVP of University Procurement Services and Purchasing staff have the sole authority to commit the University in contracting for materials and services with the following authorized exceptions:
Purchasing Authorities and Delegations:
The Associate Vice President of University Procurement Services or a delegate has the authority to review any and all records to assure compliance with University policy. The following purchasing authorities have been approved:
To assure fiscal responsibility and risk mitigation for expenditure of public or managed university funds. Authorization to commit University funds for goods and services is delegated to the Associate Vice President of University Procurement Services by the Treasurer to the Board of Trustees and Indiana University.
The objective of the delegated authority is to enable prompt response to departmental needs where applicable for more efficient and effective procurement and payment transactions. Due to the compelling or unique nature of some acquisitions, authority to perform these functions has been delegated to other departments.
The AVP of University Procurement Services is responsible for maintaining a current organizational chart and a policy and procedures manual. See Solicitation Process Procedures
Automatic Purchase Order Policy and Procedures permit authorized departmental personnel to commit University funds as outlined in the "Instructions for Automatic Purchase Orders" Procedures (Procurement System Documentation).
Purchasing Card Policy and Procedures permit authorized individuals to commit their University departmental funds as outlined in the "Purchasing Card" Procedures.
Initiation of agreements related to capital projects and facilities will reside in the Office of the Vice President of Capital Projects and Facilities Office. (Appendix L)
FMS KFS Disbursement Voucher policies/procedures.
Purchasing Authority: the University Procurement Services' authority to commit University funds for goods or services, and all agency powers associated with the business activities.
Purchasing: A process which includes:
Throughout the purchasing process, the purchasing departmental staff follows University policies, statutes, regulations, and ethical standards.
The AVP of Procurement Services reserves the right to restrict or revoke delegation to specific departments or individual for failure to adhere to purchasing policies and regulations or as circumstances warrant.
|Purchasing Authority||Office of Procurement Servicesemail@example.com|
|Exceptions to Purchasing Authority||Purchasing Departmentfirstname.lastname@example.org|
|Delegation of Purchasing Authority||Robert Halteremail@example.com|
|Delegation of Purchasing Authority||Tim Ricefirstname.lastname@example.org|
In an effort to streamline and consolidate policies: FIN-PUR 1.0 Purchasing Authority, FIN-PUR 1.1 Exceptions to Purchasing Authority and FIN-PUR 1.2 Delegation of Purchasing Authority were combined to both clarify and merge those policies related to Purchasing Authority into a single policy on December 2, 2015.