Purchases under £50,000 - How to Buy Guidance
University procedures for goods and services under £50,000, aligned with "Route One" of the Procurement Journey.
Follow these steps:
Option 1 In the first instance, check Buy@Ed search facility or contact the Procurement Office to see if your requirement can be met via a contracted supplier or an internal University service provider
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Services the University provides for itself include Printing Services or Accommodation, Catering & Events, as well as a range of special services and consultancy. Buyers should utilise internal providers first, as this is more efficient, flexible and helps support the University.
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Utilising framework and contracted suppliers allows buyers to meet their legal obligations and also leverages our commercial spend to achieve favourable pricing, terms, and sustainability requirements.
Option 2 If your requirement is not available via a current contract:
- Obtain and record at least 3 quotations from separate suppliers prior to purchase (use the combined ITQ/3 Quote form to request and record quotes, or the standalone 3 Quote form for lower value/less complex requirements)
- Select the winning quote that delivers the best value (in terms of whole life cost, quality and sustainability) and follow local procedures to raise a purchase order
- Keep records locally following School or College document retention procedures
-Under the University Service Excellence Programme, the process for lower value purchasing will be changing through a Finance Transformation Programme and new People and Money system. The Procurement Office will keep this information up to date with any relevant changes.
-Please be aware of budget holder and Procurement Office roles and responsibilities regarding procurement.
-Authority to make purchases on behalf of the University of Edinburgh is delineated by the University’s Delegated Authority Schedule, and spend authorisation for your purchase may require additional approvals.
-All University procurement, regardless of value, must be conducted in accordance with the University Procurement Strategy and must comply with EU public procurement principles (equal treatment, non-discrimination, mutual recognition, transparency and proportionality).
Please Note:
If you estimate that your purchase will be above £50,000, you must contact the Procurement Office before proceeding. See the University of Edinburgh procurement chart for thresholds and typical timescales.
See pages below for full University procedures