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All orders are processed electronically through myPurchase. If you are a member of staff or PG student and require access to my Purchase please complete the EEE uBase user request form. Once you have your log-in details you need to follow the steps:
Log into your Muse account
Under the Staff Applications tab click on 'myPurchase'
Complete the shopping cart
For a how to guide please see the page for EEE Guide to Requisitioning
In addition the University offer Online Training Guides to myPurchase
Please note that orders are usually processed around 16:00 each day, however if you do not include an Internal Note stating how you want the order processing then this could delay your order.
Email - please state if you want the PDF order sent to you or give the email address you want the PDF order sending to.
Telephone - you are responsible for telephoning the order through to the Supplier.
Please note the suppliers on MyCatalogue and internal orders go through electronically and no PDF is raised.
For any queries relating to orders please contact the Finance Team on eee-purchasing@sheffield.ac.uk.
Once your order has been delivered and is ready for collection you will receive an email from Trevor Sinclair in Stores to confirm this. Please note that stores is open until 12:00 Monday to Friday for you to collect stock components or packages which have been booked in..
Three quotes are required for orders over £5,000 and you must go through a tender process with Procurement if you are ordering items over £50,000 (please see procurement website for guidance). All quotations must be attached to your requisitions and this is monitored by Procurement. A minimum of three quotation documents are required for each line that is between £5,000 and £50,000 (excluding VAT) as a separate purchase order can be created from each requisition line. Quotations are also required if the total value of the goods or services are between £5,000 and £50,000 (excluding VAT) - see the Aggregation Rule on the Procurement webpages.
For further information about quotations and tendering, please see the Financial Regulations SIA 17 on Ordering and Paying for Goods & Services from Suppliers. For further information about conducting quotations, please see Three Quotes Guidance
What is single Source Authorisation?
Where a purchaser is unable to comply with the Financial Regulations and seek competition through quotation or formal tendering routes, then it is necessary to record the reasons for use of a single source of supply and obtain the necessary approvals before any further action is taken. In exceptional circumstances the requirement to conduct quotations or formal tendering may be waived and approval given for a sole supply situation.
This relates to purchases that are over £5,000.
The new Single Source Authorisation webpage explains:
Five reasons for which the decision to single source may apply
How to compete the SSA form, including the authorisation process
What to do with authorised SSA forms
Aggregation rule - what value should be considered when applying for a single source authorisation?
Single source with external funding - how to consider particular grant funding conditions, including RCUK and ERDF
If you have any queries about the Single Source Authorisation process, please contact the Procurement Team at procurement@sheffield.ac.uk. The Financial Regulations (SIA 16 on Procurement Procedures & Tendering) has also been updated to reflect the Single Source Authorisation process.
The University has approved suppliers which you can order from however if you need a new vendor adding to the system please complete the New Vendor Information form and send to Laura Walton on eee-purchasing@sheffield.ac.uk.
Online Orders - Ebay or Amazon
Before making a request for purchases from any online supplier please ask yourself the following questions:
Is this item available from an approved supplier?
Is there a large saving?
Is a guarantee/warranty provided?
Will I be refunded if the item(s) does not arrive?
Are there special delivery requirements i.e. large items?
Please also remember that Stores do stock many components and if you are unsure what they have or need any advice on components you can speak to a member of the Stores team.
PLEASE NOTE - EORI GB648238808000
Import VAT declared under PVA - Postponed VAT Accounting
Pay Customs Duty only.
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