Department Updates
Process Change: PHI on BUY.IU Invoice Images
Starting April 30, 2024, access to BUY.IU invoice images containing Protected Health Information (PHI) will be limited to Fiscal Officers (FOs) with a current HIPAA Privacy & Security certification. Invoice approver delegates will not be able to open invoice images containing PHI.
This process change only impacts invoices containing PHI. No other invoice image access permissions will change.
Review this process change newsletter article to learn more about identifying BUY.IU invoice images that were removed from the system due to containing PHI.
Supplier Edit Request Form Update
On April 15, 2024, updates were made to the Supplier Edit Request Form in BUY.IU:
- The form moved from the Request Supplier menu in the Supplier module to a widget located on the Supplier Dashboard located in the Shopping module.
- Users will no longer receive a rejection notice when the edits they requested are complete. Instead, they will receive an approval notice.
Visit the Supplier Edit documentation hub on the Training website to learn more about this updated form and the new Supplier Dashboard.
Contract Page Retirement
On April 1, 2024, the Contracts section of the Purchasing site was retired.
For help locating a supplier, submit a Support Form and use the following selections:
- I currently work with IU: in a department
- I need help with: Suppliers
- Choose a topic: Locate a supplier
A member of the Purchasing team will contact you with next steps.
We also encourage you to search for a supplier in BUY.IU and check out the How Do I Buy… section of the site.
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. 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.