High Value Orders
In response to a recent Internal Audit Report, staff are reminded that the University’s Financial Regulations require evidence of three written quotations for all purchases between £5,000 and £20,000. This evidence should be attached to all electronic requisitions within Agresso prior to sending to the Senior Manager for approval.
Where pre-arranged framework agreements are used, then details of the agreement including the reference number and the contracting body should be attached along with evidence that mini-competition exercises have been undertaken (where this is a requirement within the framework). All orders should reference the appropriate framework details.
If University led contracts are utilised, details of the relevant contract must be attached to the requisition.
In instances where the purchase requisition is to cover a subscription, rental agreement or purchase where there is no legitimate competition, then this should still be documented and attached.
Senior Managers with Approval Rights.
Please note that if you are a Senior Manager and are responsible for approving orders over £5,000, you are ultimately responsible for ensuring that the necessary evidence is attached to a requisition. You should not approve requisitions unless the obligatory evidence has been provided.
Spot checks are to be conducted on all purchases over £5,000 on a monthly basis to ensure that staff abide by the regulations. The results of these spot checks will be reported to the Director of Finance. Appropriate action will be taken where there is evidence of consistent non-compliance.
Please also note that it is not acceptable to deliberately split orders down into smaller values in order to circumvent the Financial Regulations. As part of the random sampling exercises, procurement staff will also investigate repeat orders to the same supplier, particularly where requisitions do not contain any supplementary documentation/evidence to suggest the contrary.
For your assistance, the University’s Financial Regulations can be found at:
Please refer, in particular, to the various threshold requirements noted in Appendix A.
If you have any comments or would like to discuss any elements of this email in further detail, please do not hesitate to contact me.
Director of Procurement
Publication date: 3 October 2014