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Supplying the University

From 25 March 2020, all non-essential University buildings are now closed. Professional Services staff involved in procurement, purchasing and payments are working remotely.

During this period of uncertainty and rapid change, our staff are working hard to respond to queries. Please read the following information before contacting the University

Purchase orders (POs)

The University still operates a ‘No purchase order, no pay’ policy, therefore please do not accept requests for goods or services, or attempt delivery of goods and services until you have received an official purchase order from the University of Exeter.  Any goods and services supplied without an official purchase order may not be paid for by the University.  Invoices received without referencing a valid purchase order will delay your invoice being processed and/or paid.

Suppliers are advised to validate all University of Exeter purchase orders with our Procurement Operations team.  Please email procurement-operations@exeter.ac.uk to have your purchase order validated, or to raise any queries you have.

Deliveries

Whilst the majority of the campus is now closed until further notice, there are still essential services being completed on site which will require deliveries to be made. Staff should not order goods and services where they will not be present to receive them, important items or inflight orders which cannot be stopped will be held on site.  If you have an essential order, please contact Procurement Operations to discuss your delivery options.  Suppliers should not attempt to make deliveries on Campus without prior agreement and a named contact on the PO to receive the goods. In some cases, the Procurement Ops Team will agree and approve a PO for the delivery to be made to the recipient at a home address. The home address will be clearly stated on the official University PO.  Suppliers must seek permission to change the delivery address for goods/services from Procurement Operations if, subsequent to receiving a PO from the University, they receive instructions by telephone, or email to change the delivery address to another location.

For any urgent and essential supplies, a member of the Procurement Operations Team may also contact you with special delivery instructions.  These instructions will be confirmed to you by email by the Procurement Operations team.

Please contact Procurement Operations: procurement-operations@exeter.ac.uk

If you have any delivery related queries, or the named contact on the PO.

Procurement

The University is reviewing on a regular basis key procurement projects that are to continue. Please continue to monitor CTM for business opportunities. 

Invoices and Payments

The University is currently not able to process any paper-based invoices. All invoices must be emailed to invoices@exeter.ac.uk.  This will enable the University to process your invoices promptly.

The University is working hard to ensure all payments are made within the terms of the contract / order. Our standard payment terms are 30 days from receipt of a valid and undisputed invoice. Please only contact the University if you have a query related to a payment which is overdue.

For further information on invoicing please download our supplier requirements guidance (pdf).

Key contacts

University telephone lines are still up and running by may be busy at times. Thank you for your support during this time. To help us respond to you as quickly as possible please send correspondence to our shared e-mail inboxes, where available staff will be able to access your request or query:

Payment queries Accounts: accountspayableenquiries@exeter.ac.uk

Purchasing and contract related enquiries: procurement-operations@exeter.ac.uk

Procurement and tender related enquiries: procurement@exeter.ac.uk

The University chooses its suppliers through a competitive tendering process (or quotations for lower values).  The University does not have 'approved supplier lists', only contracts, framework agreements or similar arrangements.

Opportunities are advertised on Find a Tender, Contracts Finder and the Official Journal of the European Union, where applicable.

The University uses CTM as its e-tendering system. To view or download tender documents, you must first be registered with CTM, registration and use of the system is free of charge.

To prevent duplication, before registering on CTM, please check if your company is already registered. If you are not on the CTM system then you can register now.

If you require further assistance?

For any system issues please contact the EU-Supply helpdesk on uksupport@eu-supply.com.

Inquiries regarding tenders please contact us via procurement@exeter.ac.uk.

The purchase order should have the requisitioner's name and contact details printed on the purchase order, please contact the requisitioner if there are any issues with the purchase order.  If you require any further support please contact procurement-operations@exeter.ac.uk