Purchasing

Note to Staff regarding Purchase orders and Payments to Suppliers of Goods and Services to University of Leicester
The majority of goods and services will have a formal purchase order issued. Under no circumstances should goods or services be ordered without an official University of Leicester purchase order. Payment will not be made unless a valid University of Leicester order number has been placed and clearly appears on any invoice received.

The majority of goods and services will have a formal purchase order issued. Under no circumstances should goods or services be ordered without an official University of Leicester purchase order. Payment will not be made unless a valid University of Leicester order number has been placed and clearly appears on any invoice received.

I need to buy something to do my work, what do I do?

  1. Have you checked if the good(s)/service(s) is already purchased by the department - ASK Gurdeep Panesar (Goods ordered) / Aysha Rassul (Service)
  2. Obtain prior approval from your line manager/budget holder.
  3. Complete the purchasing request form and add the charge code (if known).
  • If ordering good(s) – please send completed form to Gurdeep Panesar (gkp2@le.ac.uk – Room 2.57 CfM) > Aysha will raise PO > Gurdeep will arrange order to be processed and delivered.
  • If ordering service(s) - please send completed form to Aysha Rassul (ar397@le.ac.uk – Room 2.30 CfM). > Aysha will raise PO > You will be given this so you can give it to the supplier to place the order and for them to quote on their invoice.

4. Provide the Purchase order copy to the supplier when putting the order through and request them to invoice quoting the PO number. Not quoting a PO number will result in payments being delayed.

5. If urgent or time constraint on ordering/booking, please see Gurdeep/me and we will be more than happy to help.

***Note: We cannot accept an email as requests to action raising of a purchase order as we need to keep a proper trail of purchasing for auditing purposes - please do not place order without PO as it will cause problems when invoice is received ***

What are the Department's responsibilities?

  • To ensure that goods/services are purchased in line with University regulations and using correct VAT codes
  • To ensure that goods/services are charged to appropriate accounts (ie, that the cost is allowable and funds are available)
  • To ensure that staff are provided with guidance and advice on purchasing matters, ensuring that quotations and the tendering process are followed where applicable.
  • To ensure that stores of goods are purchased in line with the business need across the Department
  • To ensure that full records of purchasing are maintained and for the required length of time

 

Who is my Departmental Contact for this process?

Aysha Rassul, ar397@le.ac.uk, 0116 252 3303 and Gurdeep Panesar, gkp2@le.ac.uk – 0116 252 3024 - Room 2.57 CfM

What are the relevant University policies or guidance?

Procurement Office

University's financial regulations regarding purchasing

Tendering procedures

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Contact

University of Leicester School of Medicine
George Davies Centre 
Lancaster Road
Leicester
LE1 7HA

Admissions: 0116 252 2969/2966/2985/3015
Student Records: 0116 252 2969
Student Enquiries Desk: 0116 252 3021
Bequest Secretary: 0116 252 3082

med-admis@le.ac.uk

Student complaints procedure

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