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Staff Directory Home Finance Procurement Guide to buying

Guide to buying

Using the wrong route to buy things at works cost our University time and money. Make sure you're buying things the right way.

Type of purchase Purchase method Notes 
Advertising Contact Simon Leggett, MSRA  
Amazon - general goods  Via Unit 4 punchout  No exceptions 
Amazon - gift cards  Direct via Amazon  Contact Central Procurement Unit to join card purchasing scheme 
Annual maintenance contracts Contact Central Procurement Unit
 In the first instance 

Books, publications and printed/digital journal subscriptions

 Unit 4 purchase order or Library own ordering system
 Over £750
Catering  Essex Food  On site delivery 
Conference/training - external courses  University purchasing card If below £750 
Conference/training - external courses  Unit 4 purchase order  If above £750  
Consultancy   Contact Central Procurement Unit    In the first instance   
Consumables and sundries  University purchasing card  Below £750 
Consumables and sundries  Unit 4 purchase order  Over £750 
Day-to-day purchases
 University purchase order
 Item value over £750
Furniture  Office furniture
Ergonomic furniture 		  
Hospitality Lead staff member pays for hospitality and reclaims using the Unit 4 online expenses module Details of all attendees must be recorded on the hospitality form
Hospitality at Wivenhoe House  Use online booking form and pay using purchasing card or Unit 4 purchase order Complete the hospitality form listing all attendees
IT equipment  Contact IT Services  No exception  
Legal services  Shakespeare Martineau Contact Central Procurement Unit for contacts 
Mileage and subsistence Complete Unit 4 online expenses module These are the only personal expenses that should be reclaimed
Mobile phones
 Contact IT Services
 Central contract with Vodafone
Multi-functional devices
 Contact IT Services
 No exception
Participant incentives for experiments, testing and questionnaires  Pre-arranged petty case advance or pre-purchased vouchers  A notional amount may be given as an incentive to participate 
Print and design  Contact CDS: uoe@cds.co.uk  In the first instance
CDS process, mapping and escalation chart (.pdf) 
Professional fees and subscriptions Not permissible Personal subscriptions or professional body memberships
Stationery Office Team via Unit 4 punchout Office Team
Temporary resourcing  Contact Central Procurement Unit  In the first instance 
Travel incl. flights, rail, car hire, transfers, accommodations and visas  DGI Travel
Key Travel  		 Refer to Business Travel Booking Policy (.pdf) 
Ultra-low value items (under £30) Petty cash The use of petty cash is not encouraged but acknowledged as an operational necessity in some areas
Video and Filming Services
 Contact Media Centre
 In the first instance

Stationery

The University is contracted against a National Framework for the purchasing of stationery. Place your order online via a purchasing card.

Payment cards

There are three main types of cards available:

Fuel cards

Please contact Estate Management Services Helpdesk - ext. 2959

Purchasing cards

  • Departmental purchases such as stationery, books, travel, small items of equipment, software, use via mail order and internet suppliers.
  • ISS, Estate Management Services and Commercial Services may in addition use cards to purchase computer and telecoms equipment, building materials, cleaning equipment and catering supplies.
  • Any other category of items by prior written permission of the Director of Finance.

NOTE that cards may be declined by retailers at point of use if they are used for non-approved purchase categories specified by the Director of Finance.

Corporate credit cards

The corporate credit card is intended for the following types of personal expense incurred solely for University business purposes that would normally be reclaimed through expense claims:

  • Personal travel and accommodation expenses incurred whilst on University business. Any other category of items by prior written permission of the Director of Finance.
  • All other forms of personal expenses incurred will be reimbursed through the expenses system.

NOTE: For the full detail of the rules and limitations regarding the different types of cards see Financial Procedure Note FPN 10 (Essex users only)

All enquiries regarding the issuing and use of payment cards please send an email to payments@essex.ac.uk

Also see
Exceptions to procurement procedures
Purchasing info on Finance SharePoint site
CPU team contacts
Arrow symbol
Contact us
Central Procurement Unit

  • University of Essex
  • Wivenhoe Park
  • Colchester CO4 3SQ

 

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