New Supplier Requests

							                                                           NEW SUPPLIER PROCESS
New Supplier Requests are to be sent to Procure@essex.ac.uk in the first instance.

New supplier request forms are now updated to include information on financial thresholds for
quotations. Should the requested goods exceed £2001, end users are required to provide evidence
that they are complying with regulations.

Before contacting the CPU, end users should check the following:
     Whether requested supplier is already on contract/on the Agresso system
     Whether there is a similar provider for the same goods or services which could be utilised
        who are already operational

If a new supplier is required following above checks, the following guidance applies:

       Fill out and complete the ‘New Supplier Request’ form from the Finance pages of the
        portal, and submit it via email to procure@essex.ac.uk .

Goods Under £25K (or for pure consumable purchases)
If the goods meet the financial regulations for quotations (see below), the CPU will refer the request
to payments@essex.ac.uk for account creation, CC’ing the end user and requesting that they be
informed of the supplier ID in copy

Goods above £25K (or longer term agreements of service and commitment)
The CPU will issue a new supplier form externally by email to the supplier. On return of completed
forms, the CPU will forward the ‘request’ and forms to payments@essex.ac.uk who will create a new
supplier on Agresso and confirm back the supplier code (direct to the requestor, copying the CPU)

Goods above £100K (or longer term agreements of service and commitment)
The CPU will issue a new supplier forms externally to the supplier and perform a credit check before
forwarding the request and completed forms for to payments@essex.ac.uk - if the credit check is
satisfactory.
If the credit check is NOT satisfactory, the requestor will be advised that an alternative supplier
should be sought. If an alternative supplier is not feasible, the implications will be reviewed by Keith
Mason and the relevant department.

       In exceptional circumstances where a request is urgent and cannot wait, the CPU will
        forward the request to payments@essex.ac.uk and retrospectively check as above,
        however this will be avoided wherever possible
       Where goods or services do not meet any of the above or exceed EU thresholds, the CPU
        will discuss this directly with the end user
                                      NEW SUPPLIER PROCESS
FINANCIAL REGULATIONS – THRESHOLDS FOR ORDERING GOODS/SERVICES
Threshold                         Requirements
£1 - £500                         Prices should be obtained by referring to the
                                  supplier’s price list
£501 - £2,000                     Two written quotations
£2,001 - £25,000                  Three competitive written quotations
£25,001 - £130,000                Four Tenders
£130,000+                         Four tenders, in compliance with the EU
                                  Directives
                                                      Adapted from [FinRegs 11.12]