WMAT Purchasing

In this section

Overview of WMAT purchasing
WMAT authorisation Limits
Tendering and Quotation limits
Credit Card Policy and Use

Overview of WMAT Purchasing

We use a fully online Purchasing and Ordering system called IRIS PSF purchasing. All schools must comply and use this system. There should be not be any purchases made by schools outside of WMAT processes and systems. By using IRIS PSF purchasing all orders/purchases are electronically authorised, and all transactions are recorded within our systems. This enables all transactions to be auditable and meet DFE regularity requirements. Key advantages of using an electronic purchasing systems being; financial accuracy and timely information to all stakeholders for budget/forecast spend for schools to date. This in turn enables senior school leaders to make well informed financially choices for their schools.

Implementation, systems build and training

At the system implementation and build stage, we work with schools to identify key members of staff who will be REQ order raisers and REQ approvers, it is worth stating that not all members of staff therefore require a log on or will have access to the IRIS PSF Purchasing system
System user names and passwords will be distributed to colleagues by WMAT Finance for go live and when colleagues roles change within a school.
Training and tailored user guides will be shared with colleagues when they are required to use the system
The 'How to Guides' within this guide give step by step instructions for all parts of the process for reference.

Overview of Purchasing Process in PSF IRIS

Once a REQ order has been raised in IRIS purchasing. Authorisation is required by the school budget holder within IRIS purchasing, an system generated email will be sent to the budget holder
The budget holder must either approve, reject or amend this REQ order, the REQ order can't not progress to the next stage of the process without approval or rejection (rejection would notify the REQ raiser)
Once approved, the REQ Order can be seen by WMAT Finance team, the REQ order is then converted to a PO (purchase order)
The PO is then authorised in accordance with WMAT central authorisation limits (see section below)
Once PO is authorised, the order is then emailed electronically by WMAT central finance to the supplier through the IRIS, the order is placed with supplier at this point
The Goods/Services are received by the school. The school REQ raiser or authoriser then GRNs within the IRIS purchasing to confirm receipt and all OK
WMAT central finance will included the invoice on the next weekly BACs payment run for payment to the supplier

WMAT authorisation limits

WMAT Schools Requisition Raising IRIS Purchasing

School budget holder limit is to their approved budget. School budget holders,(members of SLT, Business Operations Manager and Curriculum Leads) and limits are agreed annually during the budget process with the Headteacher/Principal

WMAT Central Authorisation Limits for Purchase Order approval :-

WMAT Finance Managers up to £5,000
WMAT Director of Finance up to £10,000
WMAT COO up to £25,000
Headteachers/Principals up to £50,000
Executive Director of Academy Improvement (EDAI) up to £50,000
CEO up to £75,000
CEO £75,000-£99,999 – two signatures required (CEO and a Trustee)
Trustee over £100,000 – two Trustee signatures

Tendering and Quotation Limits

Quotations are obtained as follows:

Purchases up to £10,000 – catalogue price lists.
Purchases of £10,001 to £179,999 – three written quotations are required. Schools need to ensure this is completed for larger purchases and contracts that are not managed and procured centrally.
All purchases/contracts with a value of £180,000 or more are put out to formal tender. For all purchases/contracts of this amount and above these are managed at central Trust level with Trustee approval

Credit Card Policy and Use

All Schools are issued credit cards to either or both the Head Teacher/Principal or member(s) of the administration team. Credit card limits are set by WMAT central Finance. Credit cards are issued individuals, it is not a generic school card.

All staff that are issued a credit card are required to have read (by signing) and adhere to the WMAT business Card Policy. The card should only by used for school emergencies and small purchases of consumables when the IRIS purchasing system can not be used . Receipts for proof of purchased must be provided to WMAT finance within 1 month of purchase. The credit card must not have any purchases of alcohol, this is strictly prohibited by the Academies Handbook, and deliveries need to be the school business address only and not the cardholders home address. The credit card address will be the schools business address.

All credit cards are reconciled on a monthly basis by WMAT central finance. All schools credit cards purchases are audited within the annual internal audit scrutiny work programme.

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○Authorisation in advance by the budget holder at school

○Dual authorization – WMAT Finance approves after school budget approval

○WMAT finance place orders for schools once authorized by

○Staff will be notified by WMAT finance with a PSF ordering log in and instructions if they are required to raise or approve REQ orders. (please note that not all staff required to raise REQ orders, if you are not notified you are not expected to raise req o

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