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Purchasing

Purchase Requisitions/Purchase Orders

1. An electronic Purchase Requisition may be prepared by School/Division staff to obtain goods or services from external suppliers. Once a requisition has been accepted/approved in the Finance One System, the Procurement Section is able to release it as an order. Orders are printed daily at approximately 11:00am.
   
   
2. Requisitions for specified categories of goods/services will be referred by the Procurement Section to appropriate sections for information, recommendation or approval for example:
   
   
   • Computing equipment to the Executive Director, Communication and Information Services.
     
     
   • Building alterations and repairs to the University Architect/Planner, Facilities Management.
     
     
3. Schools/Divisions may request the Procurement Section to obtain quotations on their behalf and sufficient detail for goods/services required should be provided. The Procurement Section will obtain quotations by telephone, fax or by the formal quotation/tender system depending on the nature and value of the goods/service, and in accordance with approved University Procedures.
   Quotations may be obtained by School/Division staff within the limits and guidelines detailed the Quotations and Tenders policy.
   
   
4. Government contracts should be utilised where appropriate. Quotations from other suppliers are not required under these circumstances.
   
   
5. When written quotations are obtained by the Procurement Section they will be summarised and usually referred to the requisitioning School/Division for evaluation and recommendation. If a quotation other than the lowest quotation is recommended reasons must be stated for passing over any lower quotations. An officer with the appropriate delegation must endorse the recommendation. The originals of all written quotations up to $50,000 are to be retained in the School/Division for audit purposes. For quotations over $50,000 all original documentation is to be sent to the Procurement Section for review prior to an order being issued.
   

QUOTATIONS AND TENDERS

The University is obliged to use fair and proper procedures, which have been approved by the auditors, for obtaining quotations and tenders. The manner in which quotations are obtained by School/Division staff may not always be acceptable and staff are encouraged to seek the advice of the Team Leader, Procurement regarding any special requirements to save unnecessary delays (refer to the Quotations and Tenders policy).

SUBSCRIPTIONS/MEMBERSHIP FEES

The University cannot pay subscription or membership fees on behalf of individuals. Subscriptions or memberships must be taken out in the name of a University School/Division. Mailing instructions to the supplier may include the name of a staff member to ensure that publications are delivered correctly.

For journal subscriptions, staff should check with the Library to see whether it is already held. Many journals are available online via the library catalogue, and may be accessed from the desktop. Similarly, before ordering books for placement in Faculty offices, check whether the Library already holds them. Staff recommendations for library purchases are welcome at any time.

MOTOR VEHICLES

The purchase and replacement of University motor vehicles is subject to special conditions (refer to the Motor Vehicles policy).

ADVERTISEMENTS

All advertisements should be placed through Marketing and Public Relations in accordance with the University's advertising policy (refer University Procedures Manual).

PURCHASE OF EQUIPMENT - INSTALLATION COSTS

All aspects and costs associated with the installation of new equipment are to be established in advance and will be included in the cost of the equipment and charged to the relevant School/Division or Cost Centre.

Installation costs may include:

Any installations requiring more than existing standard services for power and water should be referred to Facilities Management for advice prior to requisitioning.

For further information contact the Team Leader, Procurement ph 4921 5146.