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Buying

Buying

Buying

As a buyer for the University there are a variety of policies, procedures and forms that you should familiarise yourself with and refer to when purchasing. Please visit our policies page for more information.

Before you buy consider...

  • Does the University have a contract in place? Please always check the contracts webpage first for advice, as contracts can regularly change.
  • Do I need to buy it or can I hire it from somewhere?
  • Booking travel should be done through the travel pages.

If you still need to buy something, please consider the following:

  • Where the funding for this budget has come from.
    • This is important because grant funding conditions will often stipulate the required procurement process that must be followed. These processes can differ from the University’s usual procurement routes to market. If you are looking to procure against a grant, please talk to your post-award research team to determine the procurement process you must follow. If you require further assistance with undertaking these processes, please contact procurement@exeter.ac.uk
  • For purchases fully funded by UoE, the below table shows you how to buy. This value should include any aggregated spend and/or Whole life costing (WLC).  See Procurement policies and procedures.
Spend threshold (excl. VAT)ProcedureIndicative Timescale* Procurement systems**Support
Up to £2,499 Spot purchase: Minimum 1 quotation, but the requisitioner should be confident that they are getting good value. Less than 1 week

1. cloudBuy

2. T1 ad-hoc

3. Purchase Card

End user can purchase without procurement support

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier].

** End user should always look for products on cloudBuy first and then T1 ad-hoc access to information on the system is available here.

*** Purchase cards should only be used for one off purchases. Find out more.

Spend threshold (excl. VAT)ProcedureIndicative Timescale* Procurement systems**Support
£2,500 - £5,000 Request for Quotation [verbal]: Minimum of 3 oral quotations is required (record the supplier names, values and dates for audit) Less than 1 week

1. cloudBuy

2. T1 ad-hoc

End user can purchase without procurement support

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier].

** End user should always look for products on cloudBuy first and then T1 ad-hoc access to information on the system is available here.

Spend threshold (excl. VAT)ProcedureIndicative Timescale* Procurement systems**Support
Up to £5,001 - £49,999  Request for Quotation [written]: Minimum of 3 written competitive quotations are needed. (Keep the quotations for audit.) Less than 1 week

1. cloudBuy

2. T1 ad-hoc

End user can purchase without procurement support.  If the purchase is complex please contact procurement-operations@exeter.ac.uk and they can support you in running a 'quick quote'.

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier].

** End user should always look for products on cloudBuy first and then T1 ad-hoc access to information on the system is available here.

Spend threshold (excl. VAT)ProcedureIndicative Timescale* Procurement systems**Support
£50,000 - £189,330 Invitation to Tender: Invite tenders from interested suppliers. Advertise nationally. Aim for at least 3 competitive tenders. 2 months

 

1. T1 ad-hoc

 

Procurement support required please contact procurement@exeter.ac.uk

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier].

** End user should always look for products on cloudBuy first and then T1 ad-hoc access to information on the system is available here.

Spend threshold (excl. VAT)ProcedureIndicative Timescale* Procurement systems**Support
Equal to, or above £189,330 EU Invitation to Tender: Sufficient number of invitations to tender must be issued to ensure a minimum of 3 written competitive bids are received (keep the tenders for audit). It is important that the guidance stated above is complied with. Contact Procurement Services for advice & support. 4 months

 

1. T1 ad-hoc

 

Procurement support required please contact procurement@exeter.ac.uk

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier].

** End user should always look for products on cloudBuy first and then T1 ad-hoc access to information on the system is available here.

Our Purchasing policies and procedures web page can answer most questions however, if you have a bespoke question please contact the relevant team below:

  • Spend below £50,000 and cloudBuy is supported by the Procurement Operations Team.
  • Category management and spend above £50,000 is supported by the Procurement Strategic Team.

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