Purchasing Goods and Services
Find out more about purchasing goods and services at the University.
Useful policies, forms and guidance
- Policies
-
Procurement and Purchasing Policy [PDF 381.22KB] and accompanying guides:
- PURCHASING GUIDE 1 - FINDING THE RIGHT SUPPLIER [PDF 260.61KB]
- PURCHASING GUIDE 2 - USE OF PURCHASING CARDS [PDF 147.11KB]
- PURCHASING GUIDE 3 - OUT OF POCKET EXPENSES [PDF 154.63KB]
- PURCHASING GUIDE 4 - EXPENDITURE INCURRED WHILE TRAVELLING AND WORKING AWAY FROM BASE [PDF 187.08KB]
- PURCHASING GUIDE 5 - STAFF, STUDENT AND VISITOR HOSPITALITY AND INCIDENTAL EXPENDITURE [PDF 175.58KB]
- PURCHASING GUIDE 6 - CONTRACT MANAGEMENT [PDF 494.37KB]
- PURCHASING GUIDE 7 - GUIDE TABLES TO EXPENDITURE OF UNIVERSITY FUNDS [PDF 315.37KB]
Modern Slavery Act Statement [PDF 141.35KB]
Finance Systems Facilitated Delegation Framework with Responsibilities [PDF 197.97KB]
- Forms
-
Purchasing Card Application Checklist [DOCX 21.89KB]
Purchasing Card Application Form [PDF 206.56KB]
Purchasing Card Cash Withdrawal Request [DOCX 19.80KB]
- Guidance
-
Faster Payment Guide [PDF 625.43KB]
Sustainable Procurement Principles Framework [PDF 869.15KB]
Value for Money in Day to Day Purchasing - Staff Guide [PDF 179.53KB]
ÅÝܽ¶ÌÊÓƵ - Conditions of Purchase [PDF 173.20KB]
ÅÝܽ¶ÌÊÓƵ - General Conditions - Consultancy [PDF 321.83KB]
ÅÝܽ¶ÌÊÓƵ - General Conditions - Goods and_or Services (Cont v Cont or incidental) [PDF 344.96KB]
ÅÝܽ¶ÌÊÓƵ - General Conditions - Goods and_or Services (Cont v Proc) [PDF 399.50KB]
Finance systems access and financial literacy training
Achieving value for money
To achieve value for money when purchasing, the benefits derived from goods and services need to be balanced against the 'total cost' of buying and using them.
The 'total cost' includes the purchase cost, maintenance and running costs, costs of disposal, as well as the cost of the buying process itself. Therefore, it is not always best value for money to buy the cheapest product or service.
Heads of School and Directors of Professional Service should take these factors into account when purchasing to ensure that the University gets the best deal overall.
Some types of purchase are subject of specific rules to ensure the best use of University funds. See our Buyer's Toolkit - Existing suppliers and agreements page for more information on this.
Working out the value of a purchase
When estimating the value of a purchase you should:
- Include any applicable VAT - In the vast majority of cases the University cannot recover VAT incurred on its purchases, therefore the cost to the University and the commitment against a budget will be the VAT inclusive amount.
- Include the cost of the full length of contracted services - If a contract is for continuous service but has no defined end date, then four years should be assumed.
Different purchasing procedures apply dependent on the value of your purchase. See our Buyer's Toolkit - How to find the right supplier page for more information on this.