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48. Purchase orders
48.1. The ordering of goods and services shall be in accordance with the University’s procurement procedures and policies. Any acquisition or purchase, by whatever means (whether by purchase order, contract, purchasing card, letter of intent, or any other means) must only be made by people who are authorised under the relevant procedures.
48.2. All goods and services must be ordered on official University orders (through the e-Procurement system or the financial management system) except those made using purchasing cards, company credit cards or petty cash. In exceptional circumstances, urgent orders may be given orally, but must be confirmed by an official purchase order endorsed ‘confirmation order only’ not later than the following working day.
48.3. Staff responsible for procurement should ensure that:
- all purchase orders are approved:
- authorisation limits are adhered to
- telephone orders are avoided or, if utilised, such orders must be confirmed in writing, or by fax and the documentation retained.
48.4. Purchases under £10 should be made where possible and where cost effective by purchasing card. Petty cash may be used at the discretion of the College Dean or Director of Service for purchases under £10 where payment by purchasing card is not possible.
48.5. The Head of Procurement is the responsible for ensuring that all purchase orders refer to the University’s conditions of contract or approved alternative conditions.