- Future Students
- Current Students
- Industry & Innovation
- For Staff
The primary object of this procedure is to support University staff in the provision of goods and services that are fit for purpose, value for money and are available when required.
The University Procurement Team are available to advise and direct University Schools/Sections on best practice routes for the procurement of goods and services in line with their Financial Delegation, the University Purchasing Thresholds and Policies and Procedures, in order to achieve value for money and sustainable quality of supply.
Additional guidance is available from the Victorian Government Purchasing Board Website.
The University is committed to achieving best practice procurement that is visible, accountable and achieves quality and sustainable supplier relationships. No preference in the placement of orders is to be given to any member of council, member of staff, donor of any gift (money or in kind) or any person associated with the University in any capacity whatsoever. The University Policy on Probity Auditing is to be referred to when procuring goods or services on major projects that are of high value, high profile, highly complex or contentious or politically sensitive .
This document sets out the procedures to be followed by all University staff involved in purchasing goods and services. The procedure incorporates the placement of orders, the receipt of goods or services and approval for payment.
|Accounts Payable:||The process of issuing payments, either by cheque or electronic funds transfer (EFT) to suppliers of the University of Ballarat.|
|Attractive Items:||Single items of equipment that incur expenditure of between $150 -$4,999 and are not likely to be consumed in one year. Attractive Items need to be recorded in an Attractive Item Register for the purpose of recording custody and location of the item.|
|Approved Supplier:||Suppliers contracted to the University after going through a formal selection process such as Request for Tender process (RFT) or Request for Quotation process (RFQ).|
|Finance System:||The finance software application used throughout the University of Ballarat.|
|Finance Authorised User:||Staff authorised to access the Finance system and nominated to have electronic purchasing access, and may enter Purchase Requisitions directly into the Finance system.|
|Financial Delegation:||Relevant Heads of Schools and Directors of Sections authorised under the Financial Delegation Policy, who are responsible for committing funds within their cost centre budgets. They may delegate authority to staff - Refer to Delegations - Contract, Financial, Staffing and Tender Policy.|
|Probity Auditor:||An Auditor engaged to establish a program of audit testing based on identified criteria.|
|Purchasing:||Procuring goods or services to support University staff in providing a quality service in the most cost-effective and timely manner.|
|Purchasing Threshold:||Purchasing Thresholds is a structure set for all requisitions of goods and services.|
|Purchase Order:||Is the official instruction given to a supplier for goods or services required.|
|Receipting:||Is the method of official acceptance that goods/services have been delivered as ordered.|
|University:||University of Ballarat.|
Check if any Risk Health and Safety Issues need to be considered and addressed in the respect of procured goods or service required. Refer to the Financial Services - Purchasing and Occupational Health and Safety website.
Determine the purchase option that will best suit the required acquisition in respect of process and value for money.
Refer to Purchasing Thresholds listed under Forms.
Purchase Requisition Authorisation
Relevant staff members delegated to committing funds within their costs centre budgets authorise purchase requisitions. Refer to the Delegations - Contract, Financial, Staffing and Tender Policy.
The person authorising the requisition must satisfy themselves that the requirements of the Purchasing Thresholds have been met before authorising a requisition. Refer to Purchasing Thresholds listed under Forms.
Requisitions Entered by School/Section
An Authorised Financial System User with purchasing access enters details of an authorised Purchase Requisition into the Finance System.
NB: If a procuring department instructs suppliers to provide goods or services by methods other than Purchasing Card or Requisition, this may result in payment delays that could jeopardise future supplies of goods or services to the University.
Consideration should be given to:
Once the relevant authorised person has approved all details of expenditure, the Purchase Requisition is converted to a Purchase Order.
The Purchase Order is forwarded to the supplier as confirmation of the order.
Orders should state that goods be delivered direct to the order requester's receipt point.
The Purchase Order should state that Supplier Invoices be delivered directly to the Accounts Payable section of Finance Operations. Failure to comply could lead to delay in payment inline with University payment terms.
Goods Received on Campus
Should be inspected and signed for upon delivery.
Confirmation of Receipt of Goods or Services
The person initiating the requisition or their nominated receiving officer has the responsibility to confirm that goods/services received conform to specified order requirements and are as detailed on the receiving note.
Confirmation of the receipt of goods or services should be registered on the Finance ordering system to enable the payment of the Supplier account.
When orders are only partially received only the component value of the received goods should be entered onto the Finance ordering system.
Invoices are authorised for payment by the requester upon completion of the Receipting process on the Finance system. Failure to receipt will disallow payment.
The Financial Management Act and the University Fixed Asset Policy requires that information for single items of equipment costing between $150 - $4,999 (Attractive Item) be listed on an Attractive Item Register. This register should be kept within the School/Section/Portfolio and made available for audit when requested. Details of items with a value over $5,000 in value must be advised to the Finance Asset Administrator. Attractive and Asset goods must be made available for audit upon request. Details logged should include Supplier, date of purchase, value, make, serial number if available and details of where the item is kept.
|Title||Location||Responsible Officer||Minimum Retention Period|
|Financial System Authorised User - Applications||Financial Operations||Manager, Financial Operations||7 Years|
|Supplier Applications||Accounts Payable - Mt. Helen||Manager, Financial operations||7 Years|
|Requisition Form||School or Section entering the Purchase Requisition/Order||Manager, Financial Operations||7 Years|
|Purchase Order||Accounts Payable - Mt. Helen||Manager, Financial Operations||7 Years|
|Receiving authority||Receiving Area||Manager, Financial Operations||7 Years|
|Financial Delegation Authorised by the Vice-Chancellor||Finance Portfolio||Vice-President, Finance||Permanent|
|Partial Delivery Notification||Accounts Payable -Mt. Helen||Manager, Financial Operations||7 Years|
|Staff Requisition for Reimbursement form||Accounts Payable||Manager, Financial Operations||7 Years|
|Equipment Approval Form||Financial Operations||Manager, Financial Operations||7 Years|
|Quotations||School or Section entering the Purchase Requisition/Order||Manager, Financial Operations||7 Years|
The Purchasing Procedure will be implemented throughout the University of Ballarat via: