Purchasing Process and Thresholds Update

Following internal audit recommendations by PwC and consultation across the University (primarily via the P2P Process User Group and P2P Process Oversight Group) changes are being made to the University's purchasing processes, these changes have been approved by Committee. 

What is changing?

The changes from 1 August include:

• Raising the threshold for quotes to be obtained to £2.5k
• Raising the threshold for the involvement of the Purchasing Department to £125k 
• Replacing the departmental tender process with a simplified Request for Quote process for purchases between £25k and £125k
• Introducing a new form to document justification where departments have not obtained the recommended number of quotes (i.e. dispensing with recommended competition) below £125k
• Introducing a risk-based approach for referring non-standard contract terms and conditions to the Purchasing Department

Why are the changes needed?

The changes are designed to:

• Simplify the purchasing process to improve efficiency and compliance
• Adjust thresholds for tenders and quotations to reflect inflationary pressures
• Promote more competitive action to help ensure value for money is achieved

Do I need to do anything?

From 1 August 2023 you must apply the new processes to any new procurements. Procurements initiated prior to 1 August 2023 should be completed in accordance with the requirements of the old processes.

This web page will be updated with details of the resources and training as they become available.

You should prepare for the changes by reviewing the videos and training below.

Help and support

From 1 August 2023, please contact your department's Finance team in the first instance if you have any questions on how to apply the new process.