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Office of FINANCIAL SERVICES

Purchasing roles and responsibilities

This topic covers:

Purchasing policy

The overall objective of the University's purchasing policy is to ensure that goods and services are obtained expeditiously and economically, that operational requirements are satisfied and that legislative requirements are met.

The purchasing procedures developed from this policy are designed to meet the following criteria:

  • Accountability of the University
  • Accountability of participating officers for their decisions and actions
  • Equity for all parties concerned
  • Value for money

Role of Purchasing section

The Purchasing section is located in building Y6A on the western side of the campus with the entrance off Culloden Road .

The Purchasing section provides a service to financial units of the University. The Purchasing section is the only section that can issue official University orders.

The orders are issued from purchase requisitions issued by financial units.

Purchasing makes appropriate checks before placing the order and may request source documents from financial units. 

Purchasing staff provide advice on whether certain goods and services are in contract or from preferred suppliers and if so, the supplier details and estimated costs.

After a purchase order is issued, all correspondence with suppliers is to be undertaken through the Purchasing section.

Role of administrators within financial units

Administrators within the financial units are responsible for creating purchase requisitions in Finance One.

For each intended purchase, the administrator should:

  • Seek advice from the appropriate specialist buyer
  • Follow the quotation and tender process where necessary
  • Create a purchase requisition or reserve requisition in Finance One

All users should log out of Finance One when they are no longer accessing the system. Failure to do this may result in fraudulent access to the system by another person for which the original operator will be held responsible.

Role of officers approving purchases

All purchases require approval by an officer with sufficient financial authority. 

Officers must ensure that fair and ethical purchasing practices are undertaken on behalf of the University.

As part of Finance One (the University's financial management information system), the authority to approve transactions is linked to user names on the system. Each user is assigned a financial delegation as requested by the Head of the financial unit. 

Therefore it is essential that you NEVER DIVULGE your user name and password combination to ANY person. To divulge this information is considered a serious breach of security. All people who need access to Finance One must apply separately for their own user names using the Request for Financial Systems access form (Word).

There are two security features built in to Finance One:

  • Access to the system may only be gained from computers registered with the System Manager
  • Access is limited to known operators whose user names are linked to passwords, financial unit location and delegation levels.

This reduces the risk of fraudulent transactions being entered and increases the confidentiality of information. 

All users should log out of Finance One when they are no longer accessing the system. Failure to do this may result in fraudulent access to the system by another person for which the original operator will be held responsible.

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