Purchasing Goods and Services
The Finance Team can arrange to pay suppliers directly for goods and services required to undertake University business.
This guidance aims to provide an overview of the key policies and procedures that staff need to follow when requesting the Finance Team to commit the Department to expenditure.
University purchasing processes
The University purchasing processes (e.g. steps required to order, receive and pay for goods or services) are underpinned by the University’s Financial Regulations, which aim to ensure value for money. More details can be found in the University's Purchase to Pay guidelines, but in summary:
- Orders less than £2,500 require one supplier quote.
- Orders over £2,500 and up to £25,000 need a second quote unless you are using a preferred supplier, or there is an operational justification for only having a single quote.
- Orders over £25,000 need to have been through a more rigorous tender process – please talk to the Finance Manager in advance about managing the process.
All exemptions from competition over £2,500 must be justified in writing using the Single Quote Justification form.
230801 Single Quote Justification v1.0 Math.pdf
230801 Single Quote Justification v1.0 Math.docx
Before committing the Department to expenditure please ensure that University policy has been followed to ensure value for money. In addition, purchases on research projects are subject terms and conditions specific to the funder. If you are unsure about whether an item is eligible on your research grant, please contact the Finance Officer (Research Projects & Studentships) for guidance.
Purchasing goods and Services (not IT related)
It is important that a genuine business need is identified before any purchase of goods or services. Budget holders will also need to be able to confirm that there are sufficient uncommitted funds in their budget to cover the requested expenditure. If in doubt consult the Finance Manager.
The basic steps for ordering goods and services are as follows:
- Consider whether a University Preferred Supplier can be used. If selecting a new supplier contact @email for guidance on setting the supplier up on Oracle.
- Obtain quotes from potential suppliers and consider value for money as well as suitability.
- Complete a Requisition Form in advance of the commitment to purchase goods/services and submit the form to the Finance Team at purchasing@maths.ox.ac.uk.
After receiving the Requisition Form, the Finance Team will complete their checks ensuring the University’s Purchasing Policy has been followed and that the necessary authorisations have been obtained from budget holders and approvers. The Finance Team is also responsible for reviewing and authorising purchasing contracts, so do ensure that any agreements from suppliers are sent to the Finance Manager.
Approved purchases will be logged onto Oracle as requisitions to generate a Purchase Order. Normally a PO will be automatically emailed to the supplier from Oracle. However, this can be can be over-ridden if a staff member would prefer to contact a supplier with a copy of the PO.
The Finance Team can be contacted regarding purchasing matters by emailing @email.
Mathematical Institute - Requisition Form.xls
Purchasing IT equipment, software and accessories
The purchase of IT items (Hardware & Software) can be arranged by contacting the Department’s IT Team at @email.
The IT Team will advise you on recommended items, approved suppliers and quotes. The correct purchasing route will be confirmed (generally a purchase order and invoice), and once purchased the item will be logged on the Asset Register as appropriate.
IT items (Hardware & Software) should not be purchased directly by the individual with reimbursement sought via eExpenses. Reimbursement will not always be possible and tax implications may arise. Any equipment purchased by the University (including through research funding) remains the property of the University.