PURCHASING PROCEDURES - University of Central Lancashire

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17: APPROVED SUPPLIERS 1. Approved Suppliers An approved supplier is one who has been authorised by the Head of Purchasing to supply goods and/or services in accordance with Purchasing Procedures; Selection of Potential Suppliers (section 5) and Dealing with Suppliers (section 9). University personnel are required to utilise the existing Supplier base for the supply of goods and services. In considering a variation of supply a user must indicate their intention before placing an order by completion of New supplier form. The Purchasing Office will then consider the requirements of the user, evaluate the supplier and will confirm their decision within TWO working days. The Purchasing Office will then inform the Creditors Office within Financial Services of their decision by authorising the Application. Purchase Orders must not be placed with Suppliers until approved by the Purchasing Office. If the user has already placed an order they must be considered in breach of Financial Regulations. Where invoice documents have been processed directly to the Creditors office they will verify if the supplier exists as an Approved Supplier. If the Supplier does not exist the document will be returned to the budget holder. As the user will be considered in breach of Financial Regulations the Head of Purchasing will consider any further action to be taken. User concerns/problems should be directed in the first instance to the Purchasing Office. The Purchasing Office will be responsible for maintaining the Supplier database on Agresso. The payment of Approved Suppliers shall be in accordance with the Creditor Payment Business Rules. The Purchasing Office can negotiate special terms subject to the cash flow requirements of the University Group Treasury office to ensure the availability of funds. Special payment terms must then be communicated to the Creditors office before the invoice is received. Purchasing procedures December 2011
18: PURCHASING CARDS 1. Overview 2. Procedures and Regulations Requesting a Purchasing Card Card transaction limits and limitations Ordering of goods/services by Purchasing Card Receiving goods Payment of goods Disputes and queries Security Contacts APPENDICES A. Flowcharts: - A.1. A.2. A.3. A.4. A.5. Purchasing goods via a Purchasing Card Problems with the supply of goods. Dealing with the Purchasing Card statement Dealing with the Transaction Log (optional) Checking of VAT invoices. B. Quick Reference Guide for Internet Transactions C. Purchase Card Transaction Log (optional) Purchasing Procedures December 2011
Page 1 and 2: PURCHASING PROCEDURES INTRODUCTION
Page 3 and 4: PURCHASING PHILOSOPHY The Universit
Page 5 and 6: PURCHASING PROCEDURES 1: SERVICES T
Page 7 and 8: 3: AUTHORITY TO ORDER The responsib
Page 9 and 10: 4: REQUEST TO PURCHASE The Buyers G
Page 11 and 12: 6: INVITATIONS TO TENDER/QUOTE The
Page 13 and 14: A public service contract is one wh
Page 15 and 16: 2.1 Public Supply and Public Servic
Page 17 and 18: 4 TENDERING PROCEDURES Tenders may
Page 19 and 20: problems of incompatibility or disp
Page 21 and 22: 6 TIMESCALES In each of the procedu
Page 23 and 24: The technical specification should
Page 25 and 26: at worst, a legal challenge to the
Page 27 and 28: 9: DEALING WITH SUPPLIERS All deali
Page 29 and 30: test or documentation; state the cr
Page 31 and 32: 12: PURCHASING CONSORTIUM The Unive
Page 33 and 34: 14: LEAD PURCHASERS' GROUP An infor
Page 35: 16: SUPPLIER APPRAISAL It is an obj
Page 39 and 40: 2. Procedures and Regulations 2.1 R
Page 41 and 42: 2.5 Payment of Goods/Services order
Page 43 and 44: When you buy online with Company Ba
Page 45 and 46: Remember to update your transaction
Page 47 and 48: A.2. Problems with Supply of Goods
Page 49 and 50: A.4. Dealing with the Purchase Card
Page 51 and 52: APPENDIX B Quick Reference Guide fo
Page 53 and 54: 19. CORPORATE CARD PROCEDURES 1. Ov
Page 55 and 56: 2. Procedures and Regulations 2.1 R
Page 57 and 58: 2.3.1 VAT Guidelines Some expenses
Page 59 and 60: 2.7 Security Company Barclaycard wi
Page 61 and 62: 2.8.6 Check for a secure connection
Page 63 and 64: APPENDIX A (Flow Charts) A.1 Purcha
Page 65 and 66: A.3. Dealing with the Corporate Car
Page 67 and 68: A.5 Checking of the VAT Invoice Res
Page 69 and 70: APPENDIX C Corporate card log Purch
Page 71 and 72: 3. Meeting - Discussion Commencing
Page 73 and 74: 21: PURCHASING GUIDANCE NOTES WHEN
Page 75 and 76: 22. CONSULTANCY GUIDANCE FOR THE PR
Page 77 and 78: POLICY 2.0 Principles 2.1 All consu
Page 79 and 80: 2.7 All qualitative surveys and ass
Page 81 and 82: 3.0 Financial Regulations POLICY 3.
Page 83 and 84: 4.0 The Process: Hiring of Consulta
Page 85 and 86: “Any contract for consultancy res
Page 87 and 88:
5.9 Monitoring of Consultancy It is
Page 89 and 90:
Appendix 2 Advice on Differentiatio
Page 91 and 92:
Purchasing Procedures December 2011
Page 93:
Purchasing Procedures December 2011
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