Check Requests • Welcome! We will begin promptly at 9 a.m. • Make sure your first and last name displays in the “Participant” list so we can mark your attendance. • Training materials: https://go.iu.edu/buyhandouts • BUY.IU training site: https://trn.one.iu.edu • Click on the “BUY.IU TUIT” task tile. INDIANA UNIVERSITY
Check Requests Office of Procurement Services INDIANA UNIVERSITY
Agenda • Purchasing review. • Step 1: Determine the appropriate payment method. • Activity 1 • Step 2: Search for the supplier. • Activity 2 • Break • Step 3: Collect substantiation documentation. • Activity 3 • Step 4: Complete Check Request form and Requisition. • Activity 4 • Break • Step 5: Follow Requisition to completed status. • Activity 5 • Wrap-up. INDIANA UNIVERSITY
Learning Objectives • Describe when a Check Request form is appropriate. • Locate suppliers and determine the proper entry method for a new or inactive supplier. • Articulate the reasons for and characteristics of substantiation documentation. • Describe when Attachment Request and Special Handling Request options are appropriate and demonstrate their use. • Demonstrate the ability to submit the Honoraria/Guest Speaker and Payment to Research Participant Check Request forms. INDIANA UNIVERSITY
Purchasing review
Who can make purchases in BUY.IU? Individuals with the Requestor role which include: • Full-time staff • Part-time staff • Faculty • Employed students Affiliates and students have the Shopper role. Can build orders, but cannot place orders. INDIANA UNIVERSITY
Describe the different methods used to procure goods or services at IU. Procurement Hosted or Check Non-Catalog First Second Third Fourth Card Punchout Request choice choice choice Order choice* Catalog Form (P-Card) *P-Card may be preferred for hospitality purchases – consult your campus. INDIANA UNIVERSITY
What rules must be followed when creating a Shopping Cart? • Cannot combine multiple suppliers in the same cart. • The cart is used to build an order which will be sent to a supplier. • Cannot combine Catalog and Non-Catalog orders with Check Request forms. • Catalog/Non-Catalog orders and Check Requests route differently, thus they cannot be combined. INDIANA UNIVERSITY
What is a Requisition? • Request to purchase from – or in this case make payment to – a supplier. • Document used to collect additional order details such as shipping address, account information, and special payment instructions. • Tied to the Shopping Cart. • Once submitted , searchable by document number. INDIANA UNIVERSITY
Check Request steps Step 1 Step 2 Step 3 Step 4 Step 5 • Determine • Search for the • Collect • Complete • Follow appropriate supplier. substantiation Check Request Requisition to payment documentation. form and completed method. Requisition. status. INDIANA UNIVERSITY
Step 1: Determine appropriate payment method
When is a Check Request appropriate? • Driven by business relationship with supplier, regardless of dollar amount. • One-time payment? Use a Check Request. • Does a Check Request form exist for your situation? • Use the Check Request form. • Supplier requests supporting documentation be enclosed with payment. • Use Check Attachment Requested to bundle supporting paperwork with check. INDIANA UNIVERSITY
Check Request forms • Homeland Security • Purchases for Resale • Honoraria/Guest Speakers • Refund/Repayment to Individual or Agency • Payment for Services Rendered • Reimbursement for Supplier Out of Pocket Expense • Payment to Research Participant • Revolving Fund Reimbursement • Prepaid Travel, Conference or Program Fees Payment • Royalties and Permissions • Prizes, Honors, and Non-IU Student Awards • Subscriptions/Memberships INDIANA UNIVERSITY
Exception: IU Foundation funds • Cannot initiate a document in BUY.IU which is funded by an IU Foundation account. • IU and IU Foundation have separate accounting systems. • Examples: • Funeral flowers. • Donations, contributions, or gifts. • Food/refreshments for individuals other than prospective or current students, faculty members, or staff. INDIANA UNIVERSITY
Exception: never use a Check Request for… • Paying an IU employee unless paying for • Controlled substances. research participation. • Firearms or ammunition. • Transactions between university departments. • Radioactive chemicals and substances. • Automobiles. • Flowers. • Animals. • Retirement gifts or parties. • Furniture. • Purchases representing a conflict of • Items considered personal in nature. interest. INDIANA UNIVERSITY
Exception: always use a Non-Catalog Item for… • Capital purchases. • Exhibits. • Payments for computer software and/or upgrades. • Hospitality (exceptions require approval). • Consulting fees. • Legal services. • Trophies, plaques, and other prizes. • Online subscriptions and/or data sets. • Telecommunication charges. • Magazine and newspaper ads. • Advertising. • Photographs. • Credit and collection services. • Photographers and videographers. • Temporary services. • Printing. • Workshops. • Sponsorships. INDIANA UNIVERSITY
Activity 1 Is a Check Request appropriate?
Question 1 Your department invites a researcher to present at a conference and has agreed to pay her a $1,200 honorarium. You do not anticipate you will work with the researcher in the future. Is a Check Request appropriate? • Yes – one-time payment situation. INDIANA UNIVERSITY
Question 2 Your department invites a speaker to a conference and agrees to pay him a $600 honorarium. In the months after the conference, he will provide occasional services to your department. Is a Check Request appropriate? • No – ongoing business relationship. INDIANA UNIVERSITY
Question 3 You are your department’s Fiscal Officer. Another department, with which you work closely, asks you to provide freelance accounting support on a temporary basis. Can the department compensate you using a Check Request? • No – should issue payment via Additional Pay in HRMS. INDIANA UNIVERSITY
Question 4 You work in Facilities Operations. A residence hall enters a service request. The communal oven has stopped working and must be repaired immediately. You contact the oven manufacturer. They state a representative will arrive in three days. You contact a local repairman and they offer to fix the oven same day. You decide to use the local repairman’s services. Is a Check Request appropriate? • Yes – payment for services after the fact. INDIANA UNIVERSITY
Question 5 You are tasked with ordering t-shirts for your department’s Hoosiers Outrun Cancer team. Hoosiers Outrun Cancer is a local not-for-profit fundraising event. You begin researching printers in the area. A local printer quotes the job at $10 per t-shirt. This is the best offer you’ve received so you decide to use their services. Is a Check Request appropriate? • No, for a few reasons: • Not an allowable purchase with IU funds. • Item is unallowable on Check Request form. INDIANA UNIVERSITY
Step 2: Search for the supplier
Before you initiate your order • Search for the supplier in the Supplier module. • Suppliers which are active and have a Registration Status of “Approved” are ready to use. INDIANA UNIVERSITY
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Registration status Registration status Description Supplier has not been invited or completed the registration None process. Onboarding invitation has been sent to supplier. Invited Supplier has accessed portal and started onboarding process. In Progress Supplier has submitted information; under review by Profile Complete Purchasing. All registration workflow steps complete. Ready to use.* Approved Supplier is ineligible to work with Indiana University. Rejected *Ensure supplier is active and has supplier number. INDIANA UNIVERSITY
What if my supplier is inactive or not listed? 1. Use a supplier request form to request their addition to the network. 2. Purchasing reviews the request and determines if the supplier should be invited to complete the onboarding process. INDIANA UNIVERSITY
Supplier entry method Check Request Supplier Request Form Onboarding required? • Honoraria/Guest Speaker • Payment for Services Rendered • Prepaid Travel, Conference or Program Fees Payment • Prizes, Honors and Non-Student Check Request (Tax ID Required) Yes. Awards • Purchases for Resale • Royalties and Permissions • Subscriptions/Memberships • Refund/Repayment to Individual or Agency One-Time Refund and Reimbursement No, unless electronic payment method • Reimbursement for ‘Supplier’ Out Supplier requested. of Pocket Expense • Payment to Research Participant No, unless electronic payment method Research Participant Supplier requested or receiving $400 or more over course of calendar year. INDIANA UNIVERSITY
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