The Purchasing Procedure establishes the University's requirements for purchasing goods and services.
|To detail the requirements for purchasing goods and services. Covered in this document are:
|This procedure requires actions by the following:
Establish a need to purchase a good or service.
Follow the steps listed within the Purchasing Checklist to identify the required good and/or service.
University Preferred Suppliers / Government ContractsEnsure University Preferred Suppliers or Government Contracts are utilised where appropriate. These can be located in the Procurement HandbookQuotation RequirementsIf goods cannot be covered by the University preferred suppliers or Government Contract, it may be necessary to obtain quotes. When requesting written and verbal quotation, it must be ensured that information provided to suppliers is identical and the offers received are evaluated against identical criteria. All amounts are exclusive of GST.
Refer the quotes to the appropriate Purchasing Officer within your budget unit if you do not have the appropriate Delegation of Authority and/or access to Finance One.
|Purchasing officers in budget units must make appropriate checks to ensure the following is adhered to:
After the above points have been considered the budget unit purchasing officers are responsible for entering purchase requisitions in Finance One.
The budget unit Purchasing Officer must attach all necessary quotes. All quotes must be scanned and attached to the requisition within Finance One to reduce paper usage. If this is not possible, send or fax (+61 2 9850 1697) all documents to the Business Services Section, Office of Financial Services.All tenders must be initiated through the Business Services Section as per the Procurement Handbook which is responsible for providing advice on Tender advertisements and protocol.
Ensure that fair, ethical and sustainable purchasing practices are undertaken on behalf of the University. This can be done by ensuring the Purchasing Checklist has been used.
Always be alert to situations that may have the potential to create a conflict of interest for purchasing staff (eg where a purchasing officer or a staff member involved with a quotation or tender has a pecuniary or other interest in a supplier organisation that is making a bid, (eg some form of personal relationship). Use the Conflict of Interest Checklist which can be located in the Procurement Handbook
Ensure all purchases have received approval by an officer with sufficient Delegation of Authority.
Ensure that only appropriate staff members, HDR students or contractors are given access to Finance One.
Ensure access is granted for all approving officers to eliminate the need for hard copy signatures.
|Contract Agreements |
Advice on Contract Agreements is provided in the Procurement Handbook.Maintenance Agreements
Individual Budget Units negotiate maintenance agreements with the supplier. The Budget Unit then uses Finance One to raise a requisition for the contract. The use of a standing requisition is recommended if the contract will be on going so that each year the contract/order can be renewed with the same details.Licence Agreements
The University may be required to enter into licence agreements when purchasing computer software or other items. It is especially important, prior to such purchases being made, that the conditions of such licences are examined to ensure that the University is not placed in a disadvantageous position or that conditions do not put unreasonable constraints on the University or do not contradict the requirements of the Procurement Handbook and Purchasing Checklist.The agreement must be referred to the University's General Counsel for an opinion and advice when required by the Contract Management Policy. Before purchasing a licence, the agreement should be examined to ascertain the following:
If the licence agreement is acceptable, have it approved by an officer with sufficient delegated authority and send the original agreement to the Business Services Section for processing of the order.
A copy of the licence agreement must be retained within the Budget Unit so it can be referred to in cases of disputes.
It is the responsibility of the appropriate officers within a Budget Unit to ensure that both the supplier and the Budget Unit comply with all terms and conditions of an agreement or contract.Petrol Cards
Delivery and acceptance of goods and services
Legality of Purchase Orders
Staff should also be aware of the requirements of service level agreements if in existence. The University terms and conditions of purchase accompany each purchase order issued. If a supplier unconditionally accepts the University purchase order then the terms and conditions that accompany the purchase order will formally govern the transaction.
However, if a supplier wishes to amend the University terms and conditions, the matter must be referred, without delay, to the Business Services Section for advice. Only in exceptional circumstances and with the approval of Business Services, will the terms and conditions of the supplier be agreed to over those of the University.
All purchase orders are issued by the Business Services Section. They are based on purchase requisitions entered into Finance One (FMIS) by a staff member within the Budget Unit.
It is the responsibility of the Delegated Officer authorising the payment to ensure that the request for reimbursement satisfies all the policy requirements. Claims that are deemed to be for other than University purposes will not be reimbursed.Non-negotiable limits apply to Petty Cash transactions. They are:
Business Services can provide assistance to Budget Units of the University on all matters related to the acquisition of goods/services.
Business Services is the only office authorised to issue official University orders. After a purchase order is issued, no correspondence is to be undertaken with suppliers without consultation and approval by the Business Services Section.It is the responsibility of the purchasing officer issuing the order to ensure that:
|Contact Officer||Purchasing and Asset Manager, Office of Financial Services|
|Date Approved||18 October 2013|
|Approval Authority||Chief Financial Officer|
|Date of Commencement||1 November 2013|
|Amendment History||June 2014 – Financial Delegations of Authority Schedule replaced by Delegations of Authority Policy and Wiki|
February 2014 – added Procurement Handbook
|Date for Next Review||October 2016|
|Related Documents||Credit Card Policy |
Contract Management Policy
Delegations of Authority Policy / Wiki
Financial Delegations of Authority (Administrative Functions) Policy
Petty Cash Procedure
Purchasing Checklist Appendix A
Purchasing Terms & Conditions Appendix B
|Keywords||Goods, services, purchasing, procurement, purchase orders, blanket orders, petrol cards|