Smarter Purchasing User Guide Use of Purchase Cards

Transcription

1 Smarter Purchasing User Guide Use of Purchase Cards purchasing

2 UNIVERSITY OF LEICESTER 2 Contents 1. Purpose Cards and Limits What can the P Cards be used for? How can I request a P Card purchase to be made? Need some help?... 4 Appendix 1: Product types that require a safety approval... 5

3 UNIVERSITY OF LEICESTER 3 1. Purpose As part of the Smarter Purchasing Pilot we have reviewed how our use of Purchase Cards ( P Cards ) can assist making the buying process as efficient as possible. This document should be read in conjunction with the detailed guidance on the procedures to follow when using a purchase card (see link below) however where this guidance and the procedures differ the rules detailed in this guide will take precedence. The detailed rules on P Cards can be found at 2. Cards and Limits The departments in the Smarter Purchasing Pilot have the following purchase cards and limits. Department Number of Department Cards ITS 3 Wendy Ferguson Avril Vilcins Julie Wetherall III 2 Sushila Rambhai Judith Jackson Jane Yardley Held by Reviewed by Card single transaction limited (inc VAT) Liz Bailey Vipin Ahlawat Card monthly transaction limited (inc VAT) 3,000 30,000 Rebecca Draper 3,000 30,000 CPP 2 Lyn McCarthy Karen Monger 3,000 30,000 Amanda Fisher Biochemistry 2 Barbara Birch Jeff Morant 3,000 30,000 Jeff Morant Barbara Birch Chemistry 1 Sara Mounteney Phil Acton 3,000 30, What can the P Cards be used for? Detailed guidance can be found at however in relation to Smarter Purchasing the P Cards can be used as follows: No products that can be bought using the Smarter Purchasing online catalogue can be bought with a P Card. P Cards may be used for travel and accommodation where the price is cheaper than booking via Coop Travel. P Cards cannot be used to buy IT equipment, fixture/fittings/ furniture etc. which would still need to be purchased via ITS and Estates. The P Card cannot be removed from the University therefore it can only be used to make purchases via the internet or telephone.

4 UNIVERSITY OF LEICESTER 4 Where funding for a purchase is coming from a grant, P Cards should not be used in the last three months of the grant as commitments do not appear on our system and this may lead to the purchase being disallowed by the funder. Finally, products which require a lab safety supervisor review prior to purchasing can be bought on a P Card however you must the COSHH/ Safety approval form to your Departmental Purchasing Expert address along with the P Card authorisation request. Products where a safety approval is required in general covers chemicals, gases, drugs, etc and a full list is given in Appendix A. However, as all of these products should be available from our online catalogue there should be no need to purchase these via a purchase card. 4. How can I request a P Card purchase to be made? There is a standard form which is available on the Smarter Purchasing website and via your Department Purchasing Expert which needs to be completed. You will need to include details of the product, the supplier, the website address where the items can be bought, price and the cost code where the item should be charged. You should then your request to the address below for your department. They will confirm whether the order has been placed and if it has not been the reasons why (for example you can buy it off our Catalogue ). Department ITS III CPP Biochemistry Chemistry contact itsadmin@le.ac.uk msborder@le.ac.uk cpporders@leicester.ac.uk biochemorders@le.ac.uk chemistryorders@le.ac.uk 5. Need some help? When you come to use the system, there are many resources to help you. purchasing Your Smarter Purchasing Departmental team The Smarter Purchasing Website has copies of all training documentation, system demos and answers to frequently asked questions. There are key people in departments that can help you if you are stuck. They are: ITS: Wendy Ferguson, Avril Vilcins & Julie Wetherall CPP: Amanda Fisher, Lyn McCarthy, Mathew Barker & Karen Monger Biochemistry: Barbara Birch, Jeff Morant & Kodou Sallah Chemistry: Sara Mounteney, Chris Goddard & Phil Acton III: Sushila Rambhai, Judith Jackson & Rebecca Draper

5 UNIVERSITY OF LEICESTER 5 Appendix 1: Product types that require a safety approval Prod Code Description Fertilizers & plant nutrients & herbicides Pesticides or pest repellents Minerals & ores & metals Chemicals/Gases - Explosive materials Chemicals/Gases - Elements & gases Chemicals/Gases - Dry Ice Chemicals/Gases Additives Chemicals/Gases Colorants Chemicals/Gases - Waxes & oils Chemicals/Gases Solvents Chemicals/Gases - Chemical intermediates & fixatives Lab - Compounds & mixtures Other Lab Proteins Lab Antibodies Lab Enzymes Lab Nutrients Lab Tissues Lab - Cultures & fluids Lab - Nucleic acids Lab - Resins & rosins & other resin derived materials Lab equip - Crystallography equipment Lab equip - Laboratory electrophoresis & blotting system & supplies Lab equip - Nucleic acid extraction & purification & quantitation kits & components Lab equip - Deoxyribonucleic acid DNA sequencing products Lab equip - Gene arrays Lab equip - In vitro transcription & translation products Lab equip - Libraries & related materials Lab equip - Nucleic acid labeling & detection systems Lab equip - Deoxyribonucleic acid DNA analysis kits Lab equip - Microorganism propagation & transformation media & kits & equipment Lab equip - Polymerase chain reaction PCR & reverse transcriptase polymerase chain reaction RT PCR products Lab equip - Primers & linkers & adaptors Lab equip - Protein expression products Lab equip Vectors Lab testing equip - Soil testing kits Lab testing equip - Clinical & diagnostic analyzers & accessories & supplies Lab testing equip - Manual test kits & quality controls & calibrators & standards Medical equip & supplies - Cold sterilization & disinfectant solutions Medical equip & supplies - Sterilization biological kits

6 UNIVERSITY OF LEICESTER Print/Photo/AV equip - Developer solution Cleaning equip & suppls - Cleaning & disinfecting solutions Drugs - Anti infective drugs Drugs - Antineoplastic agents Drugs - Cardiovascular drugs Drugs - Hematolic drugs Drugs - Central nervous system drugs Drugs - Autonomic nervous system drugs Drugs - Drugs affecting the respiratory tract Drugs - Drugs affecting the gastrointestinal system Drugs - Hormones & hormone antagonists Drugs - Agents affecting water & electrolytes Drugs - Immunomodulating drugs Drugs - Miscellaneous drug categories Drugs - Antihaemorrhagics Drugs - Drugs affecting Naso auropharyngeal system Drugs - Veterinary nutritional supplement