Supplier Information


*Notice to Suppliers: Fraudulent Email Activity*

An email scam involving request for product quotations is currently underway.  These messages purport to originate from Indiana University but are, in fact, fraudulent.  While the university cannot prevent this illegal activity, we are actively working with law enforcement to investigate these fraudulent email contacts.  If you believe you have received a fraudulent email that appears to be from Indiana University, you may forward it to our Purchasing Helpdesk purhelp@iu.edu to verify its legitimacy before responding to the email or filling the order.  You may also contact the Purchasing department by phone at 812-856-5008.  For more information about this scam and tips on identifying these fraudulent messages, please click here.

 

Table of Contents

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Overview

IU conducts business in a fair, ethical, and equitable manner with thousands of suppliers that offer quality goods and services at competitive costs. The Office of Procurement Services believes that strong relationships provide the best opportunities for both our suppliers and the University. Be sure to read our Supplier FAQ.

 

Emailing Invoices 

Indiana University has partnered with Digital Mail Room (DMR), a third-party supplier, which receives invoices and credits. DMR requires PDF file invoices via email attachment, but also accepts paper invoices delivered to the mailing address listed below. Word documents and Excel attachments or similar electronic documents are not accepted.

Invoices (for all campuses) should be sent to DMR by emailing : invoice@iu.edu. Your Purchase Order number must be on the face of the invoice.

 

Mailing Address for Invoices

Invoices may be mailed via USPS to Digital Mail Room’s lockbox address:

Indiana University
IU AP Billing
PO Box 4527
Scranton, PA
18505

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An “ideal” Invoice

To ensure prompt and accurate payment, ensure your invoice meets the following criteria:

  • Supplier name in header of invoice (a match for the PO name).
  • Supplier remit to address.
  • PO#, Supplier invoice# and invoice date
  • Payment terms matching the PO payment terms
  • Sufficient itemization stating what goods / services were provided
  • Billing name: Indiana University, name of Campus e.g. Indiana University Kokomo
  • Billing amount
  • The initiator of the order
  • The department name and ship to address
  • Document size should be less than 10MB/10,000KB

 

Invoice Status

If you are checking payment status on bills dated prior to July 1, 2019, check the status of your invoice via this inquiry link FIRST:

https://fdrs.fms.indiana.edu/cgi-bin/AP/AP/invoice.html.


Invoice and payment information is reported for 12 months.
If your bill is dated AFTER July 1, 2019, please check back for instructions on checking payment status.

 

IU Accounts Payable Contact Information

  • Email: fmsaphlp@indiana.edu
  • Phone: 812-855-4004
  • Toll free phone: 877-481-0007
  • IU AP Fax: 812-856-4452
  • Always include a PO number on your invoices and faxed communication

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Supplier FAQ

 

1. How do I become a contracted supplier for IU?

You will need to speak with the contract manager responsible for the products or services your company offers. Visit our Buying page for a list of products and services and their respective contract managers.

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2. How do I make contact with someone in the Purchasing Department?

Visit our Contact page for general contact information for each campus. A list of contract managers and the products and services they are responsible for can be found on our Buying page.

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3. Who has the authority to purchase goods and services?

Purchasing authority is vested in The Trustees of Indiana University and delegated through the Vice President for Finance to the Assistant Vice President of Procurement Services. By institutional policy, only authorized Indiana University personnel may commit University funds for goods and services. Many IU faculty and staff members are authorized to make purchases without the Purchasing Department's involvement up to a set dollar limit that varies by department.

Reference: Policy 4.0 - Responsibilities in Acquisition Process

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4. How do I get on a bid list?

Contact Us.

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5. Are all orders competitively bid?

Competitive bids are required for purchases exceeding $5,000.00. It is the obligation of the Purchasing Department to secure timely delivery of quality goods and services at the most cost-effective price. The Purchasing Department encourages competition while promoting ethical business practices.

Reference: Policy 5.0 - Policy on Competition

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6. How do I review bids after an order is placed?

Contact Procurement Services; bid results are only given out after the award of the contract.

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7. Why should I work with the Procurement Department?

Purchasing staff are eager to identify potential opportunities and explain the purchasing process. They will also provide advice, resources, and answers to questions about the University.

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8. What is the purchasing process?

This purchasing process is as follows:

  1. Consult with University departmental staff
  2. Contract management
  3. Solicitation of bids
  4. Awarding bids
  5. Selecting suppliers
  6. Maintaining an audit trail

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9. Does IU pay sales tax?

Only for utilities, vehicles, watercraft, and aircraft. For all other purchases, see the tax exemption form (PDF).

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10. Are parking permits available?

Yes, contact the appropriate department for your campus:

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Supplier Code of Conduct

Scope

This document establishes a code of conduct to ensure current and potential University suppliers act in accordance with the University's ethical and environmental standards.

 

Intent

Indiana University is committed to conducting its business in an ethical, legal, and socially responsible manner. The University expects its suppliers to share this commitment and, therefore, has established this Supplier Code of Conduct. Although there may be different legal and cultural environments applicable to its suppliers, University suppliers shall demonstrate a strong good-faith effort to meet these standards in order to do business with the University.

 

Supplier Code of Conduct

Compliance with Laws, Regulations and Published Standards

University suppliers shall comply with all applicable laws, codes or regulations of the countries, states, and localities in which they operate. This includes, but is not limited to, laws and regulations relating to environmental, occupational health and safety, and labor practices. In addition, University suppliers shall expect their suppliers (including temporary labor agencies) to do the same. University suppliers shall conform their practices to any published standards for their industry.

Environmental Practices

University suppliers shall comply with all environmental laws and regulations applicable to their operations worldwide. Such compliance shall include, among other things, the following items:

  • Obtaining and maintaining environmental permits and timely filing of required reports.
  • Proper handling and disposition of hazardous materials.
  • Monitoring, controlling and treating discharges generated from operations.

Occupational Health and Safety Practices

University suppliers shall provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the supplier. Suppliers shall, among other things, provide:

  • Occupational health and safety training.
  • A system for injury and illness reporting.
  • Medical treatment and/or compensation to injured/ill workers arising as a result of working for supplier.
  • Machine safeguarding and other protective measures to prevent injuries/illnesses to workers.
  • Clean and safe facilities.

Labor Practices

The University expects its suppliers to adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, suppliers shall comply with the following standards:

Freely Chosen Employment
Suppliers shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor or otherwise.
No Child Labor
Suppliers shall comply with local minimum working age laws and requirements and not employ child labor.
Minimum Wages
Suppliers shall provide wages for regular and overtime work and benefits that meet or exceed legal requirements set by local laws.
Working Hours
Suppliers shall not require workers to work more than the maximum hours of daily labor set by local laws.
No Harsh, Inhumane Treatment or Abuse
Suppliers shall treat each employee with dignity and respect. In no event shall Supplier's workers be subject to threats of violence, physical punishment, confinement or other form of physical, sexual, psychological or verbal harassment or abuse.
No Discrimination
Suppliers shall not discriminate in its employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed or any other basis prohibited by law.
Freedom of Association
Suppliers shall recognize and respect the rights of its workers to organize in labor unions in accordance with local labor laws and established practices.

 

Ethical Business Practices

Suppliers shall conduct their businesses in accordance with the highest standards of ethical behavior and in accordance with applicable laws and regulations. Suppliers are expected to conform to these requirements in each of the following areas:

Fair Trade Practices
Suppliers shall not engage in collusive bidding, price fixing, price discrimination or other unfair trade practices in violation of antitrust laws.
Bribery, Kickbacks and Fraud
No funds or assets of the supplier shall be paid, loaned or otherwise disbursed as bribes, “kickbacks”, or other payments designed to influence or compromise the conduct of the University.
Foreign Corrupt Practices Act
While laws and customs vary throughout the world, all suppliers shall comply with foreign legal requirements and United States laws that apply to foreign operations, including the Foreign Corrupt Practices Act. The Foreign Corrupt Practices Act generally makes it unlawful to give anything of value to foreign government officials, foreign political parties, party officials, or candidates for public office for the purposes of obtaining or retaining business.
University Policies and Procedures
Suppliers shall comply with the University's published policies and procedures.
Intellectual Property Rights
Suppliers shall respect the intellectual property rights of others, including the University, its affiliates and business partners. Suppliers shall take appropriate steps to safeguard and maintain confidential and proprietary information of the University and shall use such information only for the purposes specified for use by the University. Suppliers shall observe and respect all University patents, trademarks and copyrights and comply with all requirements as to their use as established by the University. Suppliers shall not transmit confidential or proprietary information of the University via the internet unless such information is encrypted in accordance with minimum standards established by the University.
Animal Welfare
Suppliers shall comply with all local laws regulating the standards of care and limitations on use of animals in research, training, testing.

 

Export Sanctions/Terrorism Activities

University suppliers shall abide by all economic sanctions or trade embargoes that the United States has adopted, whether they apply to foreign countries, political organizations or particular foreign individuals and entities.

Suppliers should not directly or indirectly engage in or support any terrorist activity. Neither suppliers nor any of their affiliates, nor any officer or director of the supplier or any of its affiliates, should be included on any lists of terrorists or terrorist organizations compiled by the United States government or any other national or international body.

 

Solicitations by Suppliers

All suppliers shall comply with all guidelines issued by the University relating to access to University facilities, offices and departments, and employees. No Supplier shall use the University's computer system, including its electronic mail system and internet site, for the purpose of sending unsolicited electronic mail messages to the University community.

Suppliers shall receive prior written authorization from the University's Purchasing Department to hold trade shows, demonstrate products, utilize University resources (i.e., bulletin boards), or make unsolicited calls on University departments.

 

Monitoring and Compliance

Suppliers shall conduct audits and inspections to insure their compliance with this Supplier Code of Conduct and applicable legal requirements. If a supplier identifies areas of non-compliance, the supplier agrees to notify the Purchasing Department as to its plans to remedy any such non-compliance.

Any University supplier or University employee that becomes aware of violations to this set of guidelines is encouraged to notify the Purchasing Department. Based on the assessment of information made available to the University, the Indiana University reserves the right (in addition to all other legal and contractual rights) to disqualify any potential supplier or terminate any relationship with any current supplier found to be in violation of this Supplier Code of Conduct without liability to the University.

 

Applications/Exclusions

This Supplier Code of Conduct is a general statement of the University's expectations with respect to suppliers. This document should not be read in lieu of but in addition to any supplier obligations as set forth in any (i) request for proposal or other solicitation, or (ii) agreements by and between Indiana University and the Supplier. In the event of a conflict between this set of guidelines and any University solicitation document or applicable agreement, the terms of the University solicitation or agreement shall control.

No exclusions are applicable to this document.

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Campus Maps

Select a map below to find your way around campus:

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Parking

Temporary parking permits are available for suppliers on all campuses.

Contact the appropriate department for your campus for more information:

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Related Policies

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Furniture Competitive Bid Form

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