Purchasing and Payments
Purchasing
The University's Purchasing Unit has its own website which has information on:
- Authorisation Limits
- Bulk Stores Catalogue
- CE Marking
- Commodity Coding
- Contracts
- Disposal of Computers
- EU Procurement Rules
- Ethical Code
- For Sale, Surplus or Wanted
- Post Tender Negotiation
- Procurement of Services
Go to the Purchasing website
Payments
Payment of Supplier Invoices
Processing of all invoices for goods and services supplied to the University is managed by the Accounts Payable Section.
Goods and services should be obtained using an official University Purchase Order generated through the SAP Finance System. Invoices for goods and services supplied to the University will then come from the supplier direct to the ordering department. Departments should then enter a goods received note into SAP and also verify the invoice against the purchase order. The invoice itself must then be signed by an authorised signatory and sent to Accounts Payable for payment.
In certain circumstances, if goods and services are procured without a SAP purchase order then an invoice can be paid provided that it is signed by an authorised signatory and coded to a valid University SAP code.
For more information contact: Accounts Payable Section
Misc. Payment Request
Form CP1 should be used to generate a payment to a supplier where no invoice has been received.
Special (Urgent) Payment Request
This form should be used to accompany an invoice where same or next day payment is required.
International Payments
Processing of all invoices to international suppliers where payments are in currencies other than £sterling (GBP) is managed by the Accounts Payable Section. Payments can be made in most international currencies.
The Accounts Payable section is also able to arrange supply of funds in advance of international travel. See Request for Advance of Funds below.
For more information contact: Accounts Payable Section
SAP Vendor Creation
UK & Overseas (Sterling)
Departments wishing to create a new vendor or supplier in the University’s financial system (SAP) for the purposes of placing orders and paying invoices should use Form Z10 where payment is to be made in £ sterling (GBP)
Overseas (Foreign Currency)
Departments wishing to create a new vendor or supplier in the University’s financial system (SAP) for the purposes of placing orders and paying invoices should use Form Z11 where payment is to be made in a foreign currency.
The forms also provide information on the hotline arrangements which enable vendors and suppliers to be set up immediately.
Vendor Ordering Address
Form Z06 allows departments to create a specific address for a supplier so that they can submit orders to that address. This may be a different address to that held for payment of invoices.
Request for Advance of Funds
Form AF1 should be used where members of staff are working away from the University and require a cash / foreign currency / traveller’s cheques advance of funds. Advances will normally only be made where the period away from the University exceeds one week and the amount requested is at least £500. The maximum payable in advance is £3,000.
Payment of Travel and Subsistence Expense Claims
Members of staff who are required to travel on behalf of the University may seek reimbursement of the actual costs incurred in line with the University’s Financial Regulations by completing Form EC1. Processing of expense claims for travel and subsistence is managed by the Accounts Payable Section.
For more information and to download and expenses claim form please follow this link: Payment of Fees and Expenses
