Procurement

Procurement Services Contacts

Useful emails

Invoices should be e-mailed to:Purchase.invoices@hud.ac.uk

Foreign Payment Invoices should be emailed to: Foreign.Payments@hud.ac.uk

New supplier queries: Procurement@hud.ac.uk

Sustainability and recycling: spurs@hud.ac.uk

The Procurement Services Team Are:

Joe Byrne 

Head of Procurement

Phone: 01484 256533

email: j.j.byrne@hud.ac.uk

 

Claire Gunton

Category Manager - Research and Enterprise, IT and Professional Services

Phone: 01484 256535

email: c.gunton@hud.ac.uk 

 

Joanna Fulton

Category Manager - Estates and Facilities

Phone: 01484 256534

email: j.fulton@hud.ac.uk

 

Roo Sarwar

Projects Officer

Phone: 01484 256510

email: r.sarwar@hud.ac.uk

 

Clare Stevens

Purchase Ledger Supervisor

Phone: 01484 256537

Email: c.stevens@hud.ac.uk 

 

Cynthia Morris

Purchase Ledger 

Phone: 01484 256536

email: c.morris@hud.ac.uk

 

Siobhan Smith

Purchase Ledger

Phone: 01484 256538

email: s.smith2@hud.ac.uk 

 

Sharon Matthewman

Purchase Ledger 

email: s.g.matthewman2@hud.ac.uk

Guidance

The University of Huddersfield has financial procedures covering all procurement activity undertaken on behalf of the organisation.

Where the University has a requirement, the responsible officer must first check whether an existing contract or framework agreement can meet those needs. In these cases, establishing which supplier to use, the associated whole-life costs of ownership and placing an order should be relatively straightforward before the order is processed through Agresso and the @UK e-marketplace.

In certain circumstances where a framework contract is to be used then it might be mandatory to subject the requirements to further competition within the framework using a mini-competition.

Where the requirements are not covered by an existing contract or framework, the responsible officer must follow the University's financial procedure rules which direct what type of procedure to follow. Where the value of the procurement exceeds £5,000 and £50,000 respectively, a quotation or tender process must be followed. Procurement services should be notified in each instance to ensure the appropriate procedure is followed and the responsible officer has access to the appropriate level of support and guidance.

The purchasing manual is relevent to all procurement activity and all officers participating in purchasing activities should be familiar with its contents.

If there are any queries relating to the below documents or any of the University's procurement procedures please do not hesitate to get in touch with the Procurement Team.

Quotation Procedure & Templates - Updated May 2019

Tendering Procedure - Updated May 2019

Standard Terms and Conditions - Purchase of Goods

Standard Terms and Conditions - Supply of Services

Procurement Manual

‌Guidance for mini-competitions

Procurement Essentials

Furniture Disposal Policy and Procedure

Procurement Services for Buyers

Procurement services provide guidance to colleagues within departments and schools across the University to ensure that all expenditure is undertaken in a responsible and ethical manner, delivering value for money, meeting the needs of the students, staff and alumni whilst minimising any negative impact on the environment and maximising the positive social benefits.

The procurement services team provides access, training, support and guidance on a number of key systems used across the University including the @UK E-marketplace, In-Tend as well as facilitating staff and supplier payments through Agresso.

If you have any queries relating to any of the above areas please do not hesitate to contact a member of the Procurement Team, we are always happy to help and offer advice.

Contact

Information on the procurement services team and associated contact details.

Guidance

A range of resources and guidance documents to support colleagues involved in various aspects of a procurement process.

Training

Details of how to access procurement training and development opportunities.

Procurement Working Group

If you are regularly involved in procurement processes then you would be welcome to contribute to the recently-formed procurement working group. Please contact Procurement Services to register your interest.

Links

Links to information on a range of procurement-related topics including the University's contracts database.

New Supplier Requests

New suppliers can be requested by filling in the appropriate form on the 'Forms' page and these will be assessed and the requestor contacted by procurement services with the decision or information of the correct supply route.

For all purchases outside of Estates and Facilities, where the total value of a purchase falls between £5,000 and £50,000 (ex VAT) purchasers are required to obtain a minimum of 3 written quotes from relevant suppliers.

When the anticipated annual value for a particular commodity (ex VAT) is £50,000 or more, or when the value of an individual purchase is in excess of £50,000 (ex VAT) a formal tender exercise must be conducted, unless a sole supplier authorisation form has been approved by the Director of Finance. All tenders must be done via the In-Tend electronic tendering system with the assistance of the Central Procurement Team.

A new supplier request must be raised and approved prior to any purchase being made. Failure to adhere to this guidance will be considered as a breach of the University’s financial policy and procedures.

Following submission of this new supplier request, Procurement will review the details within 7 days. Failure to provide sufficient or correct information will result in set up being delayed.

The supplier will be contacted to provide BACS payment details and to indicate their acceptance of the University’s relevant standard terms and conditions.

Procurement Training

Procurement Services aims to provide colleagues across the University with the necessary skills and competencies required to enable them to undertake procurement in an efficient and effective manner. This can be achieved if a common approach to personal development is adopted where individuals have procurement responsibilities as part of their job role and ensure that procurement competencies are one of the priorities built into their performance management discussions.

Where colleagues have significant procurement responsibilities, it might be more appropriate for the individual concerned to consider a dedicated procurement qualification such as those provide by the Chartered Institude of Purchasing and Supply (CIPS). CIPS are an organisation dedicated to promoting best practice in procurement through training. CIPS qualifications can be studied by distance learning or part-time study and provide a thorough training programme in a modular format. They do also provide a range of short courses.

Colleagues who have less frequent procurement responsibilities or where their needs are more specific may feel it is easier to meet their development needs by attending a more focused short course provided by organisations such as the Higher Education Procurement Academy (HEPA). HEPA provide a wide range of courses on core competencies such as Tender Management and Contract Management amongst other things. Further details can be found on the HEPA website under 'Calendar and Events':

For nearly all of the items and services that the University purchases a contract has been put in place to ensure compliance with Public Law, value for money and efficient purchasing. Sometimes these contracts contain multiple suppliers and are known as 'framework agreements'. 

NEUPC

The University is a member of the North Eastern Universities Purchasing Consortium (NEUPC) who put frameworks in place on behalf of Universities. The NEUPC and their affiliate consortia put in place and manage a wide range of framework agreements that University staff can access in the knowledge that the combined buying power of the higher education sector has delivered value for money. For more information on framework agreements or how to use framework agreements please contact a member of the Procurement Team.

 HE Contracts

The HE Contracts website lists a large number of agreements that the University can buy through. If you would like to use one of the agreements listed on HE Contracts or you would like any further advice regarding them please get in touch with a member of the Procurement Team.

 

Welcome To Procurement Services

Information for Suppliers

Suppliers looking for business opportunities with the University should register on the In-Tend website where the University advertises all of its contracting opportunities.

North Eastern Universities Purchasing Consortium (NEUPC)

The University also uses the NEUPC frameworks for a wide range of goods and services contracts. To participate in NEUPC tenders or to identify other regional contracting opportunities, please visit the In-Tend website for the NEUPC. ‌

 

Preferred Methods of Payment

The University's preferred method of payment is payment card. Please review the Payment Method Statement below under Card Payment to learn more about this. Otherwise payment is made by BACS. The University no longer has the facility to issue cheques.

Payment

To ensure prompt payment invoices should be e-mailed to purchase.invoices@hud.ac.uk quoting a valid Purchase Order Number and the suppliers invoice number. Invoices should be e-mailed in PDF format. Invoices that do not quote a valid Purchase Order Number will be automatically rejected. Payment terms are strictly 30 days from the date an invoice is recieved by the University.

Purchase Orders

Purchase Order Numbers are a suppliers guarantee of payment should they not accept payment by card. Purchase Orders are supplied by the School/Service that is enlisting work. Suppliers are advised not to undertake any work without a Purchase Order Number, as the University is not liable for payment unless a Purchase Order has been issued.

Queries

If you have any queries regarding payment please contact the Purchase Ledger Team on either 01484 47 2354 or 01484 47 2520.

Card Payment

The University of Huddersfield is committed to paying it's supply chain in line with it's standard terms and conditions and endeavours to work with it's suppliers to achieve the most effective and efficient processes. Following a recent review the following letter was produced for the attention of suppliers. Payment Method Statement

Change of Address/Bank Details

Please contact a member of the Procurement Team should you wish to change your company's bank details or address. These details can not be changed on the basis of an invoice.