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.
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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All Purchasing Newsletter articles since January 1, 2008, have been archived for easy reference.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.
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.
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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.
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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.
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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.
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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.
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.
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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 »
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 »
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.
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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.
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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.
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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.
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.
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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 »
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.
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