SA Purchasing Policy
All staff must comply with the University Purchasing Policy therefore, if you are responsible for making any purchases, please ensure that you understand the policy in full.
It is vital that you do not commit to a purchase prior to obtaining a purchase order. Failure to comply with the Purchasing Policy could result in disciplinary action.
Before making a purchase
Before you can make a purchase on behalf of the University, you must obtain a purchase order approved by the relevant budget holder. The below procedure must be followed:
Getting a quote for your purchase:
The value of your purchase (inclusive of VAT) determines the process you must follow:
- Up to £5,000 - Ensure value for money.
- £5,001 to £19,999 - 3 competitive quotations must be obtained or a Waiver Request Form completed if it is not possible to obtain 3 quotations.This will then be approved electronically by the Director and senior members of the central finance teams.
- £20,000 to £49,999 – 3 competitive quotations must be obtained or a Waiver Request Form completed if it is not possible to obtain 3 quotations (please contact the Administration Team for advice).
- £50,000 to £173,934 - Official tender (please contact the Administration Team for advice).
- £173,935 and above - EU Tender procedures apply (please contact the Administration Team for advice).
Please note that some purchases follow specific guidelines. If your purchase relates to Internal Orders, Travel, Petty cash, One-off Fees & Expenses or IT Purchases, please refer to the Guidance on Specific Purchases.
It is a new supplier?
If the purchase is from a new supplier, please contact the Administration Team to arrange for the supplier to be registered on Agresso (the University finance system). This is required before a purchase order can be raised.
Requesting a purchase order:
You must complete a SA Purchase Order Input Document and submit this, along with any required quotes/waiver form to the Administration Team. Purchase Order Input Documents no longer require approval by the budget holder therefore this can be accepted electronically to email@example.com or delivered to 2nd Floor, Humphrey Booth House.
If you require a purchase by Visa card, please complete the SA Visa Card Input Document. This process has not altered and will still require approval by the budget holder.
The Administration Team will then:
If you require a Visa card purchase, a member of the Team will make this purchase on your behalf. Once processed, you will receive confirmation by email from the Administration Team. Please ensure that you submit the delivery note to the Administration Team for audit purposes.
If a purchase order is required, the Administration Team will enter the requisition on your behalf. Once this is completed, the requisition will be sent to the budget holder for approval. If the order is rejected, this can be amended and resubmitted to the budget holder or cancelled.
If the order is accepted, the purchase order will be emailed directly to the supplier (with the exception of foreign payments – see below). The Administration team will confirm the purchase order number should you need to contact the supplier with any further details.
Please note that orders of values exceeding £20K can take significantly longer to process as they must be approved by a number of senior members within the University.
The purchase order is the University’s commitment to a purchase. Under no circumstances should you commit to a purchase on behalf of the University until you have received this purchase order. It is against University policy to raise a retrospective purchase order.
Where foreign payments are requested, the purchase order will not be sent the supplier. The Administration Team will send you a copy of the purchase order. You will then be required to forward this to the supplier to finalise the purchase.
Invoices for foreign payments will still be processed by the Administration Team.
When your purchase arrives
Once you have received your purchase, you must forward the delivery note to the Administration Team. If you do not receive a delivery note, you must send an email confirming receipt of the goods or services to firstname.lastname@example.org. Please ensure you quote the relevant purchase order number of the email or delivery note.
The Administration Team must confirm receipt of goods on Agresso. Invoices will not be paid until this is completed therefore if you do not confirm receipt of goods, your supplier will not be paid.
Delivery notes are also required for any Visa Card transactions which must be kept as part of the Financial Regulations.
If you are purchasing any electrical equipment please be aware that it will need to go through the Portable Appliance Testing (PAT) procedure that is undertaken by the University's Estates team. To request this for any item please contact the PAT team directly.
If your item was bought via a purchase card transaction, you must forward a copy of the delivery note to the Administration Team. This is required for the team’s Visa card records which must be kept as part of the Financial Regulations.
Invoices are no longer processed by the Administration Team. Suppliers are now requested to submit their invoices directly to Accounts Payable at:
Accounts Payable, Room 201, Faraday House, 43 The Crescent, Salford M5 4WT or via email to email@example.com.
If you receive any invoices, please forward them directly to Accounts Payable.
Please note that this does not apply to foreign payments. If you receive an invoice from an overseas supplier, please continue to forward these to the Administration Team for processing.
Invoices which are dated prior to the purchase order date or that do not quote the relevant purchase order number will be returned unpaid. Please note the University operates a 30 day payment term from the date of the invoice.
Guidance on specific purchases
Find out more information regarding the process for the following types of purchases:
- Internal Orders (formerly IDJs)
- Petty cash
- One-off Fees & Expenses
- Visa Card Holders
- IT Purchases
- University’s VAT number: GB 712 4635 56
- Visit the Finance Department website to access documents and Finance Regulations.
If you have any questions regarding the above policies, you can contact us by firstname.lastname@example.org or calling 55062.