University of Southern Indiana

BuyUSI Policies and Procedures

Utilizing BuyUSI:

Invoices should be issued AFTER the Purchase Order has been placed.

Departments should not ask for an invoice in advance of receiving goods or services.

  • All orders over $500 must use BuyUSI

              (if vendor does not accept PO’s, contact Procurement)

  •  All office supplies must be ordered via Guy Brown.

      If emergency need, USI Campus Store should be used

            If unable to locate in Campus Store, contact Procurement 

  • All IT hardware and software, including IT supplies, must be ordered via BuyUSI and will be approved by USI IT Department for standardization prior to purchase order being issued. 
  • All printing and publishing orders, i.e. fliers, letters, tickets, etc., must be ordered via BuyUSI and will be approved by USI Printing/PUB Department for standardization prior to purchase order being issued. 
  • All construction and furniture orders will be ordered in BuyUSI 
  • Any order that a catalog vendor exists, must go through Buy USI.   
  • Any catalog purchase less than $10,000.00 does not require a quote. 
  • Any non-catalog order less than $10,000.00 will require at least one written quotation.  Quotation/estimate could be a vendor paper guide/estimate or email quote, online pricing printout, or paper catalog pricing. 
  • Any non-catalog order greater than $10,000.00 will require at least three written quotations unless vendor is sole-sourced-see website for additional verbiage.

Invoices Received without Procurement Purchase Order (USI approved vendors):

Invoices received without a valid Procurement Purchase order in BuyUSI and referenced on the Invoice  (USI Procurement approved vendors) will be handled as follows:

Procurement will monitor vendor compliance and disseminate notices to said offenders and notify Accounts Payable.

  • 1st offense:

Vendor will be called and informed that the invoice will not be processed until a Purchase Order is issued.  The PO number should be listed on the invoice. The offending department is also contacted and notified that policy has been violated.

  • Vendor should contact the department/person that placed the order to obtain a purchase order from USI Procurement Services.

  • Once vendor has obtained a purchase order and re-invoices, invoice will be paid. 

Invoices Received without Procurement Purchase Order (NON-USI approved vendors):

  • Department should return item(s) when possible 
  • If unable to return, individual who placed order is responsible for payment to vendor.

 

Any questions concerning this process should be addressed to Dan Martens, Director of Procurement Services, dmartens@usi.edu or extension 1799

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