Procurement procedures

Looking  skyward alongside Peel Building

Our procurement processes are centralised around core frameworks and supplier diligence when procuring goods and services.

Minimising the risk of fraud

Criminals are increasingly trying to set up bogus suppliers and amend supplier bank details in order to commit fraud.

To minimise the risk of fraud we undertake supplier diligence and the request the following:

  • Supplier details on a signed letterheaded document (PDF)
  • Supplier bank details e.g. a paying in slip or bank statement (with transactions and balances obscured)

We cannot set up a supplier in our system without these pieces of information.

The same process is followed for any amendments to data for existing suppliers to the university, and the same documentation must be provided.

Commodity frameworks

We make full use of commodity frameworks (such as those administered by the North Western Universities Purchasing Consortium) when procuring goods and services. When an open tender exercise is required, we use the InTend tendering portal and Contracts Finder to advertise opportunities.

Purchase orders and invoices

We operate a 'no purchase order no pay policy'. All invoices must include a university issued purchase order before they can be processed for payment. Any invoices that are received without this will be rejected. More information can be found in our supplier information document.

The vast majority of purchase orders will be automatically sent via a functional mail address – However, sometimes a copy of a purchase order may be sent from a staff member email address. Official university emails are always sent from a domain. There is a risk that fraudsters may send a purchase order to a supplier which appears to have come from the university, by using a very similar email domain. Suppliers should take care that any purchase orders received come from a domain. If there are any doubts whether a purchase order is genuine, suppliers are advised to email so this can be confirmed, before any goods or services are provided.

Please note that our standard payment terms are 30 days from date of invoice. Any exceptions to this must be approved by the Procurement Team in advance. All invoices must be sent to before they can be processed for payment. All invoices should be sent electronically rather than in the post.

Modern Slavery

We are committed to eliminating all forms of modern slavery from its supply chains.

Sustainable procurement

Sustainable Procurement is the process of recognising the negative and positive environmental, social and economic impacts of purchased goods, works and services.