This page explains how to submit a No PO Purchasing Contract Request Form (CRF). This form should be used in the following situations:
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.
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.).
The No PO Purchasing Contract Request Form should not be used for agreements involving Professional Services. If you have a Professional Services agreement that needs to be signed, use the PO Purchasing Contract Request Form.
You will need the following information to complete this form:
The supplier’s name.
The supplier’s email address.
A PDF or other digital copy of the documentation that needs to be reviewed and signed by Purchasing.
After logging into BUY.IU, navigate to the Request Contract option.
Click the Contracts menu.
Select the Requests option.
Click Request Contract.
The Create Contract Request window appears. Type the supplier’s name and the dates of service in the Contract Request Name field. In the Select Contract Request Template field, select template 2. NO PO Purchasing Contract Review. Click Submit to access the form.
In our example, we are contracting with Quality Noodles Inc to cater a reception dinner following a speaker visit. Quality Noodles Inc does not accept Purchase Orders (POs), so we have selected the Contract Request Template 2. No PO Purchasing Contract Review.
The Contract Request Form page appears. Review the Instructions page and click Next.
The Details page appears. The Contract Request Name field auto populates the contract name you entered when creating this form. Click Next.
Next is the Attachments page. On this page, upload the agreement or contract the supplier presented to you, as well as any documentation that will help Purchasing determine how the contract should be executed.
To add an attachment, click Add Attachments. Follow the prompts to select and upload your documents, then click Save Changes.
Never upload documents containing Critical Data to this form. Visit the IU Data Management’s Critical Data Guide for help identifying and properly redacting Critical Data.
In our example, we uploaded a statement of work for catering a reception dinner following a guest speaker event. The supplier, Quality Noodles Inc, does not accept purchase orders (POs) so we must pay them using a P-Card.
After all attachments are uploaded, click Next.
The Questions – General Information page opens. Complete the fields as described below.
1. Second Party: The second party is the supplier 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. If the supplier does not appear follow the instructions below.
Follow these steps to establish a basic supplier record for use in your contract request form.
Click Save Progress at the bottom of the page to save the information you’ve entered so far.
Type the supplier’s name in the Second Party field
Click Request New Supplier from the drop-down menu.
A pop-up appears asking you to confirm you want to request a new supplier. Click Yes to leave the CRF and go to the supplier request page.
The Request New Supplier window opens. In the Select a supplier request form field, select No PO Contract Party from the drop-down menu. Confirm the Supplier Name is correct and click Submit.
The No PO Contract Party Supplier request form opens. Review the Instructions page and click Next.
The Questions – Company Overview page opens. Complete the following fields.
Supplier Name: This name will appear as the supplier record name in BUY.IU.
Doing Business As (DBA): If the supplier has an alternate name it uses to conduct business, enter that name here. For example, if Alfred Yankovic is the supplier, but he does business as Weird Al, you would enter “Weird Al” in this field.
Second Party Contact – First Name: Enter the first name of the contact you are working with from the supplier here.
Second Party Contact – Last Name: Enter the last name of the contact you are working with from the supplier here.
Email Address: Enter the email address to contact the supplier here.
In our example, we entered Quality Noodles Inc in the Supplier Name field and left the Doing Business As (DBA) field empty. We completed the Second Party Contact first and last name fields and the contact’s email has been entered.
Click Next.
On the next page, review the Certification statement and check the box. Click Complete Request to submit the form.
An inactive supplier record is immediately created for you to use in your No PO Purchasing Contract Request Form (CRF).
To return to your CRF,
Click the Contracts menu.
Select the Requests option.
Click My Contract Requests.
The My Contract Requests page opens. In the Contract Request Name column, click the name of the contract you need to complete.
Additional Second Parties: If the project involves multiple suppliers, search for and enter them here.
Name of Individual signing the Contract for the Second Party: Enter the name of the person you’re working with from the supplier in this field.
E-mail Address of Individual signing the Contract for the Second Party: Enter the email address of your supplier contact in this field.
In our example we entered Quality Noodles Inc as the Second Party and left the Additional Second Parties field blank since we are only working with one supplier. We entered the supplier’s contact name and email in the relevant fields. Continue to the next set of questions in the section.
Use the next fields to provide details about when the contract should be in effect.
Start Date: The date the contract needs to be available to use. Check the box next to Update Start Date Upon Execution if the start date of the agreement should match when the agreement is finalized.
End Date: When the contract should no longer be available to use. Select one of the options listed below.
Expires On: The agreement ends on a specific date. Enter the date in the field or select it using the calendar tool.
No Expiration: The agreement does not have an end date. No additional information is required.
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.
Auto-Renew, Renewal Term, Renewals Remaining: Do not enter information in these fields. These fields are used by Purchasing staff.
In our scenario we set the start date as February 20, 2025, the date of the reception. We left the box to have the start date updated upon contract execution blank. This is a one-day event, so we set the End Date as the same date, February 25, 2025. We left the Auto Renew fields blank, as these are meant for Purchasing staff only.
Continue down the page.
No PO Payment Method: Select the type of payment required for this contract.
PCard: Select this option if you will pay the supplier using a P-Card.
No IU Payment (food trucks, crimson cards, etc): Select this option if the contract will not involve any payments being made by Indiana University.
Other: Select this option if your payment method does not fit into the other two categories. This is rare.
Describe Services or Goods in Detail: Enter a detailed description of what you are paying for in this field. Details should include the services being provided, what the services are for, and any other relevant details.
Commodity Team: Select the commodity team which should review your order. Click the question mark next to the field for a detailed description of the Commodity Team options.
In our example, we selected PCard, since Quality Noodles Inc does not accept POs and only accepts credit card payments. We entered a detailed description of services to be provided.
Finally, enter information about the individual from your department who is the point of contact for questions about this agreement and who should have access to it when it is available.
Department Representative fields: Enter the contact information of the person who knows what the agreement is for in detail. Purchasing will contact this person to ask questions as they review and execute the contract.
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: Confirm that you have attached the relevant documentation and that no Critical Data was uploaded, then check the box.
In our scenario, Angus Burke is the department representative to contact with questions regarding the contract. We entered his name, email, and campus phone number and checked the certification box.
Once you have completed all the questions fields, click Next.
The Review and Complete page opens. Once you have confirmed all fields are completed, click 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.
Remember that P-Card purchases over $4,999 or from merchants that may be categorized as entertainment, like a bar that serves food, are restricted. Submit a Support Form using the “P-Card or Meeting Card” and “No PO Contract Requests” to notify the Card Services.
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
