Law Faculty Purchasing Procedure
More detail on buying goods and services
Identify need for expenditure and select a supplier
Budget holders should:
Budget holders should:
Commit to expenditure
Based on the quote selected the budget holder should contact their usual requisitioner giving the following details:
Budget holder / delegate
Currently separate requisitioners for Criminology, Socio-Legal Studies, IECL, and Law and Finance and Bonavero.
Others should contact the Finance Assistant or Finance Manager
Requisitions must always be raised in advance of the commitment to purchase goods/services. This may mean making best estimates e.g.. for number of conference participants charged at an agreed rate per head
The requisitioner should
Ensure appropriate purchasing procedure has been followed e.g. alternative quotes if a preferred supplier is not being used.
Consider whether an HMRC Employment Status Check is required to determine whether this is an activity that can be legitimately invoiced by a supplier or whether it needs to be treated as a casual employment contract and be processed through payroll.
Check that the budget is available and identify the correct Oracle code to charge
Raise requisition using details of quantity and amount provided
All requisitions entered on Oracle will go through an approval hierarchy.
It is particularly important that the approver is different to the requisitioner and in most cases is the Finance Manager, or for larger purchases the Head of Administration and Finance
Approver can check correct coding
Purchase Order generated
Purchase orders will automatically be generated by Oracle when requisitions are approved. Normally a PO will be automatically emailed to the supplier from Oracle. This can be over-ridden. It this case the requisitioner should contact the supplier with a copy of the PO.
Suppliers should be encouraged to always quote the PO reference on their invoice.
We will not be able to process an invoice without a PO number. It is also essential that the invoice is made out to the University of Oxford. Invoices addressed only to individuals or only to the Law Faculty or a centre name will not be processed by central finance. Invoices can be made our "for the attention of" but must quote University of Oxford.
Where physical goods have been ordered, they should be delivered to the budget holder or the administrative contact for the budget area, who should check that the delivery is correct, sign the delivery note and pass it to the requisitioner or the Faculty’s Finance Assistant for receipting on the system.
In the case of orders for services the budget holder/administrative contact should confirm to the requisitioner or the Faculty’s Finance Assistant that the service has been performed satisfactorily.
Budget holders/ administrators
Receipt goods in Oracle
Once the budget holder/administrative contact has confirmed receipt/performance of service, orders should be receipted in Oracle.
Enter invoice in Oracle
After checking by the Finance Assistant, who will ensure the correct PO number appears on the invoice, invoices are sent to the payments team in central finance for processing.