Make a purchase - BUY.IU and more

University employees have the ability to make purchases using two methods:

• BUY.IU
• Procurement cards (PCards)

Please see the IU Purchasing BUY.IU webpage for specific directions and training opportunities related to BUY.IU.

Questions and issues encountered while using BUY.IU should be submitted through the BUY.IU Support Form.

Please note: Sub-Acct approval routing is not an option in BUY.IU. At this time, BUY.IU requisitions submitted will route directly to the UITS Finance Office for approval. Once approved, these orders will then route to IU Purchasing for creation of the PO.

UITS Sub-Acct Managers are strongly encouraged to create their own personalized dashboard in BUY.IU. This will allow them to quickly see and review purchasing and payment activity occurring on their sub-accounts. Please follow the step by step procedure within the BUY.IU Personalized Dashboard Setup Instructions to set up your personalized BUY.IU dashboard.

Independent Contractor Special Approval Process:

In light of the recent changes to the approval process to hire an employee, the university has instituted a similar approval process required for the creation of a Purchase Order for an Independent Contractor (IC).  An IC is defined as “any individual (that is not an IU employee) or entity, contracted with the university to provide services/research.  There are many “Supplier Titles,” including, but not limited to: Contractor, Consultant, Collaborator, Speaker, Artist, Performer, Supplier, Firm, Organization, etc.

This new approval process applies to existing suppliers as well as new IC suppliers.  University Accounts Payable will continue to process invoices against existing POs without issue, but any new requisitions over $5,000 must have both VP approval and the President’s approval in order for Purchasing to process it.  This process can take several weeks from beginning to end. Please review the links below for process details and applicable forms.

• Independent Contractor Request Process
• Independent Contractor Request Form - for VP Wheeler approval
• Independent Contractor Fireform - for Pres. McRobbie approval

The additional approval requirements below will remain in effect with the use of BUY.IU:

Requisitions initiated totaling $25,000 to $99,999 require the review and approval of the corresponding UITS Associate Vice President (AVP). If this approval is not indicated within the document notes or routing, a Finance Office team member will contact the AVP to request their review and approval.

Requisitions initiated totaling $100,000 and above require a UITS VP/Div Leads Proposal documenting the details of the expenditure. Please work with the relevant AVP to complete and submit a proposal for UITS VP/Div Leads review and approval.

Please contact the UITS Accounts Payable team with specific UITS related questions about BUY.IU.