How to Buy

Engage Procurement if the total value is greater than $100,000 or a multi-year subscription or contract execution is required.  Obtain quotations if the total value is less than $100,000 (if not buying from a Preferred Supplier) and create a requisition in PeopleSoft.  Alternatively, use your Corporate Credit Card for low value purchases under $2,000 and in accordance with Procurement Policy and Procedure.

Buying Methods

Delegates are responsible for buying and must select the appropriate buying method and ensure requirements are met.  Procurement monitors and reports non-compliances to the Chief Financial Officer. Delegates must be able to provide supporting documentation for audit purposes.

• Corporate Credit Card

  Total Value	Responsibility	Competitive Requirements	Documentation Requirements
  Up to $2,000 or card limit whichever is the higher	Delegates	Not required, make a direct purchase	Tax invoice

• Requisition - Purchase Order

  Total Value	Responsibility	Competitive Requirements	Documentation Requirements
  Up to $2,000	Delegates	Quote not required	Tax invoice
  $2,001 - $10,000	Delegates	One written quote	Copies of quotations received. Basis of supplier selection.
  $10,001 - $50,000	Delegates	Two written quotes from different suppliers	Copies of quotations received. Basis of supplier selection. Basis of business need.
  $50,001 - $100,000	Delegates	Three written quotes from different suppliers	Copies of quotation requests. Copies of quotations received. Basis of supplier selection. Basis of business need (Approval Memo).

• Strategic Sourcing - Engage Procurement

  Total Value	Responsibility	Competitive Requirements	Documentation Requirements
  greater than $100,000	Procurement  Category Lead	Request for Proposal/ Request for Tender	Copy of quotation/tender request. Copies of quotation/responses received. Evaluation/selection report. Basis of business need (Approval Memo).

• Engaging Short-term / Contingent workers

  For information on engaging Contingent workers through a temporary staff or employment agency, please visit Engaging short-term/ contingent workers - FAQs for managers and supervisors.

• Procurement Exemptions

  An exemption from the standard procurement process is necessary under specific circumstances where it is not practical or possible to adhere to the usual procurement requirements. These circumstances can include

  • Urgent or Emergency Situations - Where there is an immediate need that prevents following the standard procurement process.
  • Sole-source Procurements - When only one supplier is capable of providing the goods or services required.
  • Integration with Existing Systems - When goods or services from a specific supplier are required to integrate with existing contractual arrangements, equipment, or projects.
  • Other Justifiable Business Reasons - Valid business reasons that justify a deviation from the competitive process.

  How to Obtain an Exemption?

  Request an exemption by submitting a “Request for Procurement Exemption” form.

  Compliance review and Approval 

  The CFO or delegate will assess the provided evidence to determine if the deviation from the standard process is justified and consistent with the University’s procurement principles.

Training Modules

The PeopleSoft How to Guide can be accessed via the Forms & Guides page. Training Modules are located on the PeopleSoft Blackboard page. Please review the Requisition and Accounts Payable pages before emailing procurement@nd.edu.au for assistance.