Procedures

Establishing and Maintaining Suppliers in UniFi - Procedures

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1. Purpose and Objectives

This procedure outlines the University's approach to managing the supplier master-file, including supplier establishment and maintenance.

2. Definitions, Terms, Acronyms

Supplier – a party that supplies goods or services to the University in exchange for payment.

Supplier Master-file – the section of the UniFi database devoted to storing the records of suppliers.

Payment Terms – the conditions under which a seller will complete a sale.

Credit Application - a request for an extension of credit.

3. Procedures Scope/Coverage

These procedures apply to current employees, contractors and/or students who have responsibilities in the engagement of suppliers.

4. Procedures Statement

These procedures are designed to clearly articulate the University's approach to managing the supplier master-file, including:

  • Supplier establishment and maintenance;
  • University community responsibilities; and
  • Delegations.

5. Supplier Creation and Amendments

The University aims to minimise the number of suppliers with which it deals. The University endeavours to engage with suppliers that provide value for money goods and services. Supplier accounts should only be created for suppliers that the University chooses to deal with in order to support its activities.

Where more than one organisational unit deals with a particular supplier, a single supplier account is to be used. Within the UniFi system, one supplier record can have multiple addresses, bank accounts and ordering locations. For example, CSIRO has one ABN but many trading names and locations.

5.1 New supplier requests

The supplier requester must review the University’s Purchasing Supplier's List to ensure the supplier does not already exist on the system. A completed Request to Add or Amend an Australian Supplier or Request to Add or Amend a Foreign Supplier is required to proceed with the request.

Completed supplier applications will be actioned within five (5) business days after approval by the Procurement Unit within FBS.

5.1.1 Documentation

New applications must provide verification of supplier’s name and bank account details. Verifying documents may include:

  • A letter providing the bank account details on official letterhead; or
  • An invoice containing the bank account details.

If these documents are unavailable, a supplier, or an authorised representative of the supplier, can verify the bank details provided on the form are correct by signing section 3 of the supplier application form.

The Procurement Unit within FBS must review the documentation to ensure it is correctly completed.

5.1.2 Staff

The University recognises that extenuating circumstances may arise which will require a staff member or a company of which a staff member holds a direct or indirect interest to be established as a supplier.

In such circumstances the requester must:

  • Provide explanation of the extenuating circumstances;
  • Provide justification for the reason/s that the staff member cannot be paid via the University’s payroll; and
  • Declare the Conflict of Interest as per PPL 1.50.01 Code of Conduct.

The explanation and justification should be joined to the Conflict Declaration and Management Plan and be reviewed by the Executive Dean or Institute Director.

Applications to add staff as suppliers will be reviewed on their individual merit and circumstance. Completion of a supplier application in no way guarantees acceptance.

5.1.3 Approval process

New supplier applications and amendments must be reviewed and approved by the Head of organisational unit. The approver should satisfy themselves that the application is compliant with this procedure and that the contract, agreement or transaction proposed with the supplier has been entered into with due regard to sound commercial principles.

The new supplier account or amendment will be approved within UniFi by the Chief Financial Officer or their delegate.

The supplier requester must provide the Procurement Unit within FBS with a properly completed Request to Add or Amend an Australian Supplier or Request to Add or Amend a Foreign Supplier along with the supporting documentation required.

Where the purchase of goods and services will be generated via purchase orders, the new supplier must be established before a requisition/purchase order can be raised and approved.

5.2 Credit application

When a supplier requests that a credit application or other agreement be completed, these can only be authorised by the Chief Financial Officer.

Information to assist with the completion of the application (prior to CFO authorisation) can be located in online forms section of the FBS Website.

5.3 Payment methods

The preferred payment method for domestic suppliers is Electronic Funds Transfer (EFT) and for foreign suppliers is Telegraphic Transfer (TT). Establishing other payment methods for a new supplier must be authorised by the Chief Financial Officer or their delegate.

5.4 Standard payment terms

The University's standard payment terms are 30 days net – i.e. the supplier will be paid thirty days from the date of a correctly rendered invoice.

The Director, Procurement may authorise a variation to the standard payment terms applied to a particular supplier.

5.5 Amending supplier accounts

Supplier account numbers cannot be re-used – i.e. they must be unique. New supplier accounts must be created in accordance with section 5.1.

5.5.1 Authorisation

Amendments must be reviewed and approved by the Head of organisational unit. They should satisfy themselves that the application is compliant with this procedure and that the contract or transaction proposed is to be entered into with due regard to sound commercial principles.

Amendments will be approved within UniFi by the Chief Financial Officer or their delegate.

The following forms must be utilised for supplier account amendments:

5.5.2 Documentation

Amendments to suppliers' names and bank account details must be supported by documentation from the supplier. Ideally, for an amendment to bank account details, the supplier should provide a letter on the supplier's official company letterhead or tax invoice detailing the bank details. The Procurement Unit must review the documentation to ensure it is valid.

5.5.3 Amendment

The Procurement Unit will process the amendment to the supplier account.

5.6 Monthly review of suppliers

The Procurement Unit will conduct a monthly review of the supplier master-file to ensure accuracy and validity. Where there has been no transaction activity recorded for a supplier for more than eighteen (18) months, the supplier will be deleted, and if required to be re-established a new supplier application form will be required.

Custodians
Chief Financial Officer
Mr Andrew Betts

Forms

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Add Existing Contract or SOA to UQ Supplier Contracts Directory - Form

Add Existing Contract or SOA to UQ Supplier Contracts Directory - Form

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Description: 

Complete this form to add an existing contract or standing offer arrangement to the UQ Supplier Contracts Directory.

Custodians
Chief Financial Officer
Mr Andrew Betts
Request to Add or Amend a Foreign Supplier in UniFi - Form

Request to Add or Amend a Foreign Supplier in UniFi - Form

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Description: 

This form to used to add or amend a foreign supplier in UniFi.

Custodians
Chief Financial Officer
Mr Andrew Betts
Request to Add or Amend an Australian Supplier in UniFi - Form

Request to Add or Amend an Australian Supplier in UniFi - Form

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Description: 

This form to used to add or amend a domestic supplier in UniFi.

This form is in excel format and is designed to be completed electronically. If it needs to be handwritten, please ensure it is clear and legible.

Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts