I want to buy something - where do I start?
The procurement of goods and services must be through a Purchase Order (via a Requisition in eProcurement) unless an exception has been approved, or on a University Corporate Credit Card, where applicable.
Procure to pay cycle
Why are Purchase Orders so important?
Purchase Orders are shown as a financial commitment in the University's finance system which means budget owners can control their spend, and the University can manage its overall expenditure and cashflow.
|Purchase Order||Invoice with no Purchase Order|
PO Exceptions - there are some specific exceptions to the requirement to raise a Purchase Orders e.g. where a supplier provides a consolidated invoice (e.g. couriers & freight, Australia Post, lease payments, or government charges) refer to the PO Exception List for categories.
Contractor Management - prior to engaging a contractor or consultant, refer to the Contractor Management page to determine if it’s appropriate to engage them as a contractor.
Requisition supporting documentation
If you are ordering from a University preferred supplier (via an online catalogue or from pricing lists on our Preferred Supplier website) you are not required to provide supporting documentation on a Requisition, as all pricing has been negotiated through contracts by the Strategic Procurement team. For all other orders you must provide supporting documentation to support the value of the Requisition - click here to view the requirements. If the appropriate supporting documentation is not attached, it will be be pushed back.
|START HERE||PROCESS||THINGS TO NOTE|
Is there a Preferred Supplier for the category of goods or service I want to order?
NO - next step
If you can't find the specific product you are looking for, contact the relevant supplier to see if this product can be ordered - view contact details
If you have a legitimate reason for not purchasing from a Preferred Supplier, you must submit an Exemption Form
Are the goods or services expected to cost less than $5,000?
NO - next step
|YES||Non-capital assets (between$4,000-$10,000) and Software licenses must not be purchased on a corporate credit card|
Are the goods or services expected to cost between $5,000 to $20,000?
NO - next step
|YES||A Requisition can be raised for any pre-planned entertainment expense e.g. venue hire, over the limit of your corporate credit card|
|Are the goods or services expected to cost over $20,000?||YES||A Consultancy Services Agreement is required when engaging a consultant or contractor, regardless of cost|
- The figures represent total purchase value over the whole life of the contract or commitment at the time the commitment is made
- The value figures are in AUD and exclude GST
- Splitting a purchase to avoid an expenditure threshold is not permitted
- A tender process must also be followed for extensions to contacts of $200,000 or more, if the initial contractual term did not include provision of the extension
- A University contract may be required at any spend level depending on the nature of the goods and/or services. Contact Strategic Procurement for further advice.