No Purchase Order no Pay and Tender process

The University is currently applying the  No PO No Pay system. This means that an invoice received by Payments Office that does not have a purchase order number on it will be sent back to the supplier. The person that placed the order will need a PO to be raised and approved beforehand.

There is an appropriate process to follow depending on the value and type of the goods:

Less than £ 5,000 -  The below 10 items ONLY

All of the following purchase must come through the technicians or Dave Hay and not via the admin team's purchasing forms:

1. laboratory consumables
2. laboratory equipment
3. chemicals and gases
4. radioactive materials
5. field equipment
6. field consumables
7. living organisms
8. any materials requiring specific storage requirements (temperature dependant)
9. any of the above which require payment via credit card
10. IT related items (hardware or software) 

Email environment-technicians@york.ac.uk to raise the PO giving them all the details such as:

- Supplier Name
- Item(s) purchased
- Number of items
- Workorder number
Please send to Dave the quotes if the PO is more than 5K (refer to the below email)

In addition to this, could you ensure the following:

• all orders for chemicals or chemical substances go via a member of the technical support team or Dave Hay - environment-technicians@york.ac.uk
• all orders for lab equipment likewise go via a member of the technical support team or Dave Hay - environment-technicians@york.ac.uk
• that you notify environment-technicians@york.ac.uk when new equipment of any nature is purchased over £150 in value so it can be added to our inventory for insurance and auditing purposes (email Dave Hay)
• all new electrical equipment is notified environment-technicians@york.ac.uk or Dave Hay so it can be safety tested

If your purchase is not related to anything mentioned above, please choose the below options: 

Less than £ 5,000 - ***Most used 
You can request to raise a purchase order:

• • • • • E&G - use this PO request Form
        • SEIY - email Vicki at vicki.lam@york.ac.uk and @sei-admin-manager@york.ac.uk

Once the requisition has been approved and the Po number has been created, this will be sent to you via email. It's very important to make the supplier aware and to have the PO number printed on the Invoice.

As this will create delays in payment we urge that purchase order be raised at the time of ordering.
There are exceptions such as travel and car hire ( only if booked through our preferred suppliers) . Full list of exception HERE

Between £5,001 and £25,000 (Excluding VAT) 
Request at least 3 quotation, preferably from approved suppliers on YEP. 
If it is a specialist supplier and the service or good can only be supplied/carried out from a specific supplier please highlight the reason on the PO email requisition attaching the quote form the specialist supplier to the email.

Between £25,001 and £100,000 (excluding VAT)
Obtain at least three competitive tenders using the Medium Value form template  or by completing a Single action tender form (both forms can be request from your Finance Officer) if it is a specific item/service and only this supplier can deliver/produce.

Contact the Procurement Team who will lead the tender process.

For any queries please email Environment or SEIY inbox and I will be more than happy to help