Submit a No PO Purchasing Contract Request Form

This page explains how to submit a No PO Purchasing Contract Request Form (CRF). This form should be used in the following situations:

1. Allowable P-Card purchases that involve a contract. Review SOP-CARD-04: Restricted Items for a list of goods/services that cannot be purchased with the P-Card.
2. Procurement contracts for goods and services that do not include payment being made directly to the supplier by IU (food trucks, Crimson Card commissions, etc.).

Step 1. Log into BUY.IU and select the Contracts menu.

Step 2. Select the Requests option.

Step 3. Select Request Contract to open the Create Contract Request window.

Step 4. Under Select Contract Request Template, select NO PO Purchasing Contract Request

Step 5. Under Contract Request Name, enter a short description of the contract and event dates, for example, (enter example name here).

Step 6. Select Submit.

Step 7. On the Instructions page, select Next in the upper right corner.

Step 8. The Contract Request Name field auto populates with the contract name you entered when creating this form. Leave this as-is. Select Next.

Step 9. On the Attachment, select Add Attachment to upload your contract document. If needed, select Add Attachment again to upload additional documents or links to your request. Attach any documentation that will help Purchasing determine how the contract should be executed.

Step 10. Select Next in the top right corner of the page.

Step 11. Select Save Progress at the top of the page.

Step 12. Select Yes to the question Is your Fiscal Office (FO) or FO Delegate aware of this transaction, and given approval to proceed? if your FO has approved pursuing a contract. If they have not, stop filling out the form and get approval from them.

Step 13. In the Second Party, enter the name of the supplier who you are entering into an agreement with. Type the supplier’s name in the field to search for it and select it from the list of options that appear.

Step 14. If your agreement involves more than one supplier, enter the name of the second supplier in the Additional Second Parties field.

Step 15. Enter the name of the person you’re working with from the supplier in the Name of Individual signing the Contract for the Second Party field.

Step 16. Enter the email address of your supplier contact in the E-mail Address of Individual signing the Contract for the Second Party field.

Step 17. Enter the date the contract needs to be available in the Start Date field.

1. Check the box next to “Update Start Date Upon Execution” if the start date of the agreement should match when the agreement is finalized.

Step 18. Enter the date the contract should no longer be available to use in the End Date field. Select one of the options listed below.

1. Expires On: The agreement ends on a specific date. Enter the date in the field or select it using the calendar tool.
2. No Expiration: The agreement does not have an end date. No additional information is required.
3. Term: The agreement ends after a defined number of days, weeks, or months. Enter the number of days, weeks, or months and select the unit of measure from the drop-down menu.

Step 19. Do not enter information in the Auto-Renew, Renewal Term, Renewals Remaining fields. These fields are used by Purchasing staff.

Step 20. Select the No PO Payment Method type required for this contract.

1. PCard: Select this option if you will pay the supplier using a P-Card.
2. No IU Payment (food trucks, crimson cards, etc): Select this option if the contract will not involve any payments being made by Indiana University.
3. Other: Select this option if your payment method does not fit into the other two categories. This is rare.

Step 21. In the Describe Services or Goods in Detail field, enter a detailed description of what you are paying for. Details should include the services being provided, what the services are for, and any other relevant details.

Step 22. Select the Commodity Team which should review your order. Select the question mark next to the field for a detailed description of the Commodity Team options.

Step 23. Enter the contact information of the person who knows what the agreement is for in detail in the Department Representative fields. Travel may contact this person to ask questions as they review and execute the contract. Note: the screenshot below is an example. Please enter your own department’s contact person.

Step 24. Next to the text that reads “The contract or agreement that needs to be reviewed has been uploaded to the Attachments section of the form and all Critical Data has been removed,” mark the box to indicate “I certify the above statement is true”

Step 25. Select Next in the top right corner.

Step 26. Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.

Step 27. To revisit a page, select Edit next to it and locate any unfilled required fields on that page.

Step 28. Save or copy the Form Number in the document summary somewhere you will be able to find it.

Step 29. Select Complete Request to submit your contract request.

The Review and Complete page opens. Once you have confirmed all fields are completed, select Complete Request.

Purchasing will review the CRF and contact you or the Department Representative you listed on the form with any questions. Purchasing may also contact the supplier for additional details. You will receive a BUY.IU system notification when the contract has been reviewed, signed, and executed.