Previous instructions for orders that require prepayment or payment to accompany the

order have changed. The initiator was instructed to print the APO from their Action

List and send the APO and supporting documentation to Accounts Payable.

Effective immediately, ANY order that requires prepayment or payment to accompa-

ny that order must:

1. Be marked Restricted and therefore will route to Purchasing for review.

2. Include a note in the Delivery folder in the Delivery Instructions field indicat-

ing that a check is to accompany the order. Also include whether or not it is to

be:

- “Mail to Vendor” (or direct deposit if they have an ACH set up) OR

- “Pick up check” (to be picked up by the Delivery To: ‘name’). Be certain to

include a phone number in the Phone Number field.

Note: the 5 step email previously required for Check Enclosed orders is no longer

necessary. The Note on the Requisition in addition to the Item being marked as

‘Restricted’, replaces the 5 step email.

FA L L 20 14

Purchasing has once again been advised of the return of the “Toner

Phoners.” This type of scam makes the rounds at all universities.

Regardless of the tactic used, be aware that Indiana University does

not buy copier toner from cold call phone sales people. Our B2B

vendors in KFS provide University negotiated contracts which should be used for

these purchases. When in doubt, please do not hesitate to call or write Purchasing

for assistance with this issue. (purhelp@iu.edu)

Purchasing

Travel

Licensing &

Trademarks

Supplier

Diversity

“4-Star”…News from Procurement Services

N E W P R O C E D U R E F O R C H E C K E N C L O S E D O R D E R S

Purchasing recently signed contracts with five security firms

(Security Firms). These are the only firms that are to be used

on campus for services. You must first contact your local

campus Police Department for authorization to use outside

security. In addition, if a Department is working on an event

with an outside organization they should suggest that the outside group research

these firms for security if the event will be held on campus.

I N D Y S T A R A N D I N D I A N A U N I V E R S I T Y

StarMedia, owner of the IndyStar, has partnered with Indiana University to help

fill open positions with talented job seekers in the Indianapolis

market. Special IU contract rates exist for print and online hir-

ing solutions. IU branding, ad templates, and special pricing is

available. Please contact your account executive, Chris Fried-

man, to post your open positions.

Chris Friedman, 317-502-9603

Christopher.friedman@indystar.com

M I S S I N G B U I L D I N G C O D E S O N GU Y B R O W N O R D E R S

Purchasing is still receiving several emails each day from Guy Brown/Staples

where University faculty/staff are not properly selecting the buildings. This is

holding up orders.

1. In the Requisition, select the search icon by the ‘Building’ field. Do not

click ‘building not found’ as this causes problems for the vendor.

2. Enter a portion of the ‘Building Name’ using wildcards (*). If your search

does not produce expected results, try searching using the ‘Building Long De-

scription’ field which stores longer and alternate names.

3. Select the correct address and click ‘return value’.

4. Enter the ‘Room’ number where the item is to be delivered. If this is a perma-

nent address, select ‘set as default building’. The next time you create a Requi-

sition, the address will automatically populate.

Procurement Services is pleased to announce that EMV chip cards

are coming to our P-Card program this fall. “EMV” – commonly

referred to as “chip” or “chip and PIN” – is a globally accepted

card standard that uses an embedded microchip to protect your purchases from

counterfeit fraud.

Beginning in October, Visa chip cards will be sent to U.S. Bank cardholders

who’s P-Card is new, expiring, lost or stolen. P-Cardholders receiving the Visa

chip card will experience a new level of card security. The added chip will contain

technology and coding that combat counterfeit fraud in a way that a magnetic

stripe simply can't.

Visa chip cards are easy to use. Your new card includes both the chip and a

magnetic stripe, so you’ll be able to use your card wherever Visa is accepted, in

compliance with University expenditure policies.

If a merchant hasn’t adopted EMV chip technology yet, your card will

be processed just the same as it is today. It will be swiped, and you’ll sign

the receipt.

If a merchant has adopted EMV chip technology, your card will be

inserted (“dipped”) into the terminal. You’ll sign the receipt!

We will be reaching out to P-Cardholders throughout the transition to ensure you

know what to expect and when, and how to use the new cards.

V I S A C H I P P - C A R D C O M I N G O C T O B E R 2 0 1 4 1

N E W S E C U R I T Y F I R M S

Classic Touch/Carte Blanche Airport Transportation

Service

Message for arrangers:

Explain the shared ride limousine concept with your travelers (employees and non-

employees). Travelers should be aware of the following:

It is a shared ride meaning there may or may not be other passengers in the

limousine with the traveler.

When arriving at the Indianapolis airport, check in at the Classic Touch booth

in the Ground Transportation Center.

There may be up to a 30 minute wait before the limo leaves the airport depend-

ing on the arrival of the other passengers.

The pickup time for the travelers going to the airport will be set for 3 hours

prior to the departure time. Classic Touch makes confirmation calls the prior

day of the pickup as timing can change by a few minutes when shared ride

pickup schedules are made. If Classic Touch does not have the traveler’s

phone number they will contact the person who made the reservation via

phone or email.

Get approval from the traveler to give his/her cell phone number to Classic

Touch/Carte Blanche.

Forward the Limo confirmation information to the passenger so that they have:

Phone number for Classic Touch

Confirmation number

T R A V E L N E W S

L I M O T R A N S P O R T A T I O N

Office of Procurement Services

Unsubscribe from this list.

Subscribe to this list.

Purchasing Department Poplars Building 400 East Seventh Street Bloomington, IN 47405 Copyright©2014, The Trustees of Indiana University

R E M I N D E R : S U B S C R I P T I O N S & M E M B E R S H I P S

B E W A R E O F T O N E R S C A M S !

Subscriptions should be processed on a DV (unless they require a contract

signature or are software subscriptions). The billing notice is typically generated

through a renewal reminder rather than through an invoice; therefore, a DV is the

appropriate method for payment.

Memberships should be processed on a DV if the membership does not require an

agreement or ongoing services/data sets (such as Cloud) which would require a security

review.

The $1,000 limit on Disbursement Voucher transactions applies to ‘Compensation

for Services’/‘Payments for Contractual Agreements’ and not to subscription /

membership payments.

Click here for the Membership/Sponsorship form

D E L L I S N O W A N E - I N V O I C E V E N D O R

An e-Invoice Vendor is a vendor that receives and transmits electronic

files to and from their customer. These electronic files contain the

customer’s item orders and the vendor’s billing invoices for those or-

ders.

Dell is now an e-Invoice Vendor. E-Invoicing is not new at IU. Currently, one

of every 10 PREQs processed are e-Invoiced.

As a KFS Purchasing initiator and workflow approver, you will now see a few

changes to Dell orders because of this.

1. The REQS and PO’s will now list only one Line Item per system rather

than all of the components of the system. The example below shows 3

line items rather than the 89 that would originally be listed.

2. There will now be three Email order notifications from Dell sent to the

KFS Requestor and to Purchasing. These emails will include an

Acknowledged, Confirmed and Shipped Notification. All 3 emails will

contain the complete component details (originally in the REQS and PO

Line Item detail).

If you still cannot find an address, email purhelp@iu.edu or call Purchasing at 812-

856-5008. Again, please do not click ‘building not found’ without first contacting

Purchasing for assistance.

If you have any questions, please contact, purtech@iu.edu.

As of September 15, 2014, Carey Limousine changed their name to Embarque. The

company is now offering IU travelers a discounted rate of $28.75 (includes gratuity)

each way for shared-ride transportation between the Indianapolis International airport

and downtown Indianapolis, including the IUPUI campus. They no longer offer a shared

-ride service between the Indianapolis International airport and the Bloomington cam-

pus. For more information regarding Embarque and other limousine services, visit the

Travel Management Services website here.

E M B A R Q U E ( F O R M E R L Y C A R E Y L I M O U S I N E)

5 T I P S F O R R E D U C I N G P R O C E S S T I M E F O R

T R A V E L D O C U M E N T S

1. The full hotel address must be listed on every lodging receipt that is

submitted for Travel reimbursement and supplement documents. The lodging ad-

dress is needed to determine the appropriate per diem rate. If the lodging address is

not listed on the hotel receipt, write the hotel address on the receipt.

2. When IU Hotels.com is used to make lodging reservations, submit the Hotels.com

confirmation email along with the reimbursement documentation when per diem is

being claimed.

3. If the traveler’s trip originates from a location other than a campus location, an expla-

nation must be included in an Exception to Policy field explaining why the traveler is

not leaving from a campus location.

4. Upload the Travel@IU Trip Coversheet and supporting documentation using the

Electronic Receipt Submission process instead of mailing the documents to Travel

Management Services.

5. Scan and email supporting documentation for all prepayment requests (for registra-

tion and one-night lodging deposits) to travelbl@indiana.edu.

Visit the Travel Management Services website here for more information regarding com-

mon mistakes.

L I C E N S I N G & T R A D E M A R K S

Is your department naming a research initiative, marketing campaign, or

program?

If so, please contact the IU Office of Licensing & Trademarks before selecting the name.

They will run a preliminary trademark search to determine if another entity is using the

name in a similar capacity.

The search, conducted by the office, is free of charge and we try to provide search results

within a few days of receiving the request. Risks of not obtaining trademark clearance may

include having to stop using the name and rebranding all marketing, web, product, and/or

program materials associated with the program. This costly mistake can be easily avoided

by obtaining a preliminary trademark search.