The University has procedures in place for the procurement of goods and services, irrespective of the source of funding. The recent introduction of iProcurement has further regulated how we engage in purchasing activities. Guidance is provided below on the steps individuals must follow in order to comply with the University’s Financial Regulations, along with links on the left panel to the forms for completion and further guidance.
Purchasing steps – quick guide
NB: A purchase order is required for ALL purchases of goods/services >£100
Identify the threshold your prospective purchase falls under and ensure that you adhere to the requirements of that threshold http://www.admin.cam.ac.uk/offices/finance/regulations/finregs/schedule1.html
If you require advice or guidance as to which supplier/s to choose, please contact Stores.
If you are unable to obtain the obligatory quotes you must request a dispensation before placing an order http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/dispensation/index.cgi. The form should be directed to firstname.lastname@example.org will review the request and pass a recommendation to Head of Department.
- To apply for a dispensation you must include copies of any quotes and supporting information
- If the contract is >£1000 the University's Terms and Conditions must be signed by the supplier you wish to use and sent with your dispensation request to Gina Arnold
- You will be notified whether your request has been approved or rejected. If approved, a copy will be returned to you and should be given to Stores by you when requesting your purchase order
NB: A dispensation request cannot be approved if you have already agreed with the supplier to make the purchase, or a service /maintenance contract period to be covered has already begun. This would be recorded as a breach of the University's Financial Regulations.
Even if an individual is able to fulfil the requirements of the University’s Financial Regulations by obtaining the correct number of quotes, there are occasions when suppliers will not agree to our terms and conditions. Individuals should not automatically agree to the supplier’s terms. You should firstly decide if you/your area would be willing to accept the differences. These circumstances are not covered by a dispensation request. Instead an email should be sent to Gina Arnold email@example.com with full details of why the supplier refuses to agree to our terms and conditions. This should include details of any expectation of being paid in advance of delivery, and any financial risk to the Department/University, e.g. in the event of non-delivery or faulty goods/services. If appropriate, advice will be sought from the Central Purchasing Office as to how to proceed. Recommendation will be passed to you. For large value contracts, Head of Department’s approval will be sought. Please note that where a supplier requires our signature on a contract / agreement, this must be the HOD signature and not the individual end user.
If you are an iProcurement trained requisitioner you should raise a requisition via iProcurement using the ‘MarketPlace’ for suppliers who have their catalogues listed, and ‘Non-Catalogue’ requisitions for all other items.
If you are not trained you should complete an ‘External Requisition Form’ (link not yet available)
NB: If you would like to be trained on iProcurement please contact Gina Arnold
Once you have raised your requisition either on iProcurement or by manual form, you should check that you have authority to charge expenditure to the account/research grant you intend to use and at the appropriate spending level. If not, you should forward your request to the authorised signatory. If the authorised signatory is not trained on iProcurement you should print your requisition and obtain a written signature.
Once authority has been given you should then forward your requisition to Stores, along with any relevant paperwork.
Stores personnel may be contacted using the following -
By telephone on 01223 337641 or via email to Stores
After checking that the Financial Regulations have been followed and the necessary paperwork is in order, Stores will create and send a purchase order to the supplier. Stores will notify you the purchase order number by email. In the event of a query, please note this number when contacting stores.
If you have ordered goods, Stores will notify you when they arrive. If the goods are damaged or there is another issue with the items, contact Stores with full details to enable them to resolve with the supplier. Stores will also notify the Accounts Office if a credit note is to be received.