Smarter Purchasing User Guide Use of Purchase Cards www.le.ac.uk/smarter purchasing
UNIVERSITY OF LEICESTER 2 Contents 1. Purpose... 3 2. Cards and Limits... 3 3. What can the P Cards be used for?... 3 4. How can I request a P Card purchase to be made?... 4 5. Need some help?... 4 Appendix 1: Product types that require a safety approval... 5
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 http://www2.le.ac.uk/offices/purchasing 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 30,000 3. What can the P Cards be used for? Detailed guidance can be found at http://www2.le.ac.uk/offices/purchasing 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.
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 email the COSHH/ Safety approval form to your Departmental Purchasing Expert email 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 email your request to the email 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 Email 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. www.le.ac.uk/smarter 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
UNIVERSITY OF LEICESTER 5 Appendix 1: Product types that require a safety approval Prod Code Description 10170000 Fertilizers & plant nutrients & herbicides 10191500 Pesticides or pest repellents 11100000 Minerals & ores & metals 12131500 Chemicals/Gases - Explosive materials 12141500 Chemicals/Gases - Elements & gases 12142109 Chemicals/Gases - Dry Ice 12160000 Chemicals/Gases Additives 12171500 Chemicals/Gases Colorants 12181500 Chemicals/Gases - Waxes & oils 12191500 Chemicals/Gases Solvents 12201500 Chemicals/Gases - Chemical intermediates & fixatives 12352200 Lab - Compounds & mixtures Other 12352202 Lab Proteins 12352203 Lab Antibodies 12352204 Lab Enzymes 12352200 Lab Nutrients 12352206 Lab Tissues 12352207 Lab - Cultures & fluids 12352208 Lab - Nucleic acids 13111000 Lab - Resins & rosins & other resin derived materials 41102700 Lab equip - Crystallography equipment 41105300 Lab equip - Laboratory electrophoresis & blotting system & supplies 41105500 Lab equip - Nucleic acid extraction & purification & quantitation kits & components 41105600 Lab equip - Deoxyribonucleic acid DNA sequencing products 41105700 Lab equip - Gene arrays 41105800 Lab equip - In vitro transcription & translation products 41105900 Lab equip - Libraries & related materials 41106000 Lab equip - Nucleic acid labeling & detection systems 41106100 Lab equip - Deoxyribonucleic acid DNA analysis kits 41106200 Lab equip - Microorganism propagation & transformation media & kits & equipment Lab equip - Polymerase chain reaction PCR & reverse transcriptase polymerase chain reaction RT PCR 41106300 products 41106400 Lab equip - Primers & linkers & adaptors 41106500 Lab equip - Protein expression products 41106600 Lab equip Vectors 41113910 Lab testing equip - Soil testing kits 41115800 Lab testing equip - Clinical & diagnostic analyzers & accessories & supplies 41116100 Lab testing equip - Manual test kits & quality controls & calibrators & standards 42281600 Medical equip & supplies - Cold sterilization & disinfectant solutions 42281803 Medical equip & supplies - Sterilization biological kits
UNIVERSITY OF LEICESTER 6 45141501 Print/Photo/AV equip - Developer solution 47131800 Cleaning equip & suppls - Cleaning & disinfecting solutions 51100000 Drugs - Anti infective drugs 51110000 Drugs - Antineoplastic agents 51120000 Drugs - Cardiovascular drugs 51130000 Drugs - Hematolic drugs 51140000 Drugs - Central nervous system drugs 51150000 Drugs - Autonomic nervous system drugs 51160000 Drugs - Drugs affecting the respiratory tract 51170000 Drugs - Drugs affecting the gastrointestinal system 51180000 Drugs - Hormones & hormone antagonists 51190000 Drugs - Agents affecting water & electrolytes 51200000 Drugs - Immunomodulating drugs 51210000 Drugs - Miscellaneous drug categories 51220000 Drugs - Antihaemorrhagics 51240000 Drugs - Drugs affecting Naso auropharyngeal system 51250000 Drugs - Veterinary nutritional supplement