New Procurement Policy rules simplify purchasing processes

Following a review of the Procurement Policy, our processes have been amended to give colleagues more authority and control over purchasing decisions.

Policy changes come into effect from 1 August 2024, meaning that there are now different thresholds that determine when the Procurement team should be involved for orders of goods, services or works.

The changes will make these decisions more streamlined and support other efforts to move to more efficient ways of working.

Policy changes summary

• Purchase under £30,000 (including VAT) will require colleagues to raise purchase orders.
• Purchases worth £30,000-£100,000 (including VAT) no longer require Procurement to lead on a tender. Colleagues are expected to obtain at least three quotations themselves if there is no supplier already in place for the requirement. Quotations should be submitted to Procurement via the new self-service Procurement Sourcing Form prior to raising an order.
• Purchases worth over £100,000 (including VAT) will require involvement from Procurement, who will provide guidance.
• Where only one specific supplier can meet requirements for technical, compatibility, time constraints or emergency a Single Action Waiver should be submitted via the new self-service Procurement Sourcing Form for Procurement approval prior to placing an order.

All purchase should be made under University standard terms and conditions or otherwise agreed terms by Procurement. Procurement will still need to be involved if the supplier is requesting amendments to terms or providing their own, irrespective of the value.

More information

More information on these processes, including exceptions where Procurement must be involved regardless of value, definitions of types of supplier, and how to sign off on decisions, can be found in the updated Procurement Policy.

Additional guidance and information to help colleagues understand and follow these new rules is available on the Procurement website.

New regulations

A new version of our financial regulations is also due to come into effect from 1 August.

The new regulations reflect the move from Functions to Directorates, as new budgetary units sitting alongside Schools. As a result, approval limits will change for some individuals, which we are communicating to those affected.