Department Updates
Fiscal Year 23 Deadlines
Fiscal Year 23 (FY23) ends on June 30, 2023. Review the table below for important dates/deadlines associated with order submission, invoice review, and more. Unless noted otherwise, deadlines apply to FY23.
| Date | Deadline |
|---|---|
| May 24 | Submission of non-catalog orders of $5,000 or requiring a contract |
| June 14 | Catalog order submission |
| June 15 | P-Card transactions |
| June 16 | Wire transfer payments at Treasury Review workflow stop |
| June 29 | P-Card reconciliation expense report approvals |
| June 29 | Check request approvals |
| July 3 | FY24 PO release |
| July 4 | Invoice submission |
| July 10 | BUY.IU invoice approvals |
Click here to review the full email announcement and answers to frequently asked questions.
New Diverse Supplier Search Tool
Starting in April 2022, departments gained access to an amazing new tool to help diversify their spend! The Diverse Supplier Search allows departments to search by keyword (i.e. software, scientific, etc.) to discover Indiana state-certified diverse suppliers. Questions about how to use this tool, or want to find out more ways to diversify your department’s spend? Contact the Supplier Diversity Team using the Support Form.
Spotlight on Supplier Diversity: Meet the Team
In February 2022, Procurement Services launched a new interview series: Spotlight on Supplier Diversity. This series features interviews with diverse suppliers that work with IU, in addition to Supplier Diversity and Purchasing staff. Check out the Kaltura channel to watch the most recent interview.
Update: PPE Ordering Process
Starting January 3, 2022, PPE items may be purchased directly from suppliers instead of from a PPE warehouse. Review this email announcement, sent December 20, 2021, for the full details. Purchasing's COVID-19 Resource Center pages will also be retired on January 3.
BUY.IU Comment Procedure
Starting August 9, 2021, the email accounts purhelp@iu, iuaphelp@iu, and supplier@iu can no longer be tagged in BUY.IU Comments.
Instead, search for "helpdesk" in the Last Name field when adding a comment to your BUY.IU document to request support from Purchasing, Accounts Payable, or Supplier Data Management (SDM). This search term returns all available helpdesk contacts in BUY.IU.
Questions? Submit a Support Form.
Support Form and Contact Procedure
Starting April 1, 2021, all initial communications with staff in Purchasing, P-Card, Accounts Payable (AP), and Supplier Data Management (SDM) must be initiated using the Support Form. Messages sent to group inboxes or directly to individual staff members must be resubmitted via the Support Form.
The Support Form offers answers to common questions, links to training and procedure documentation, and more. Visit the Contact Us page to view a short tutorial video and access the form.
A new task tile in One.IU which links directly to the form is also available for your convenience. Click here to favorite the task tile in One.IU.
Uniform Guidance 2CFR 200
Effective July 1, 2018, Indiana University (an institution receiving federal funds) implemented the Federal Uniform Guidance General Procurement Standards sections 200.317 – 200.326. For more information see general overview on PowerPoint and Uniform Guidance pdf. Questions should be directed to the Purchasing Department.
For more information, review the documentation below:
Notice to Suppliers: Fraudulent Email Activity
An email scam involving requests 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, contact the Purchasing Helpdesk via the Support Form to verify its legitimacy before responding to the email or filling the order. You may also contact the Purchasing department by phone at 812-855-3720, Option 1. For more information about this scam and tips on identifying these fraudulent messages, please click here.
