Frequently Asked Questions - Purchasing
- What is Purchasing responsible for?
- Do all purchases over $5,500 GST inclusive need to be submitted to Purchase Board?
- How many quotes do I need for items over $5,500?
- How often does the Purchase Board meet?
- Can I order goods or services on behalf of the University?
- Should GST be included in the commodity price on a purchase requisition or shown as a separate commodity?
- What is required in addition to a completed purchase requisition if service is completed or the goods have been received?
- Am I required to check available funds prior to sending a purchase requisition to purchasing?
What is Purchasing responsible for?
Purchasing is responsible for the issuing of official University orders for the purchase of goods and services from vendors. It ensures that all purchases satisfy the financial limitations placed upon the Faculties/Divisions and obtains the best value for money for the University.
Do all purchases over $5,500 GST inclusive need to be submitted to the Purchase Board?
No. Goods and services purchased under NSW Government Contract are exempt.
How many quotes do I need for items over $5,500?
Purchase Board rules state that purchases over $5,500 require three (3) quotations. An exemption to this, for example, is where the item to be purchased is a one of a kind and there is only one supplier, past experience of alternate suppliers or the need for compatibility with existing equipment. In these instances, the requisitioner must provide a written statement with the purchase requisition indicating the circumstances.
How often does the Purchase Board meet?
The Board meets at least once a week.
Can I order goods or services on behalf of the University?
No. Purchasing is authorised to issue CSU orders for the purchase of goods and services on behalf of the University. If you arrange the purchase of goods and services without an official order, then you may become responsible for the payment.
Should GST be included in the commodity price on a purchase requisition or shown as a separate commodity?
GST must be included in the price of each commodity and not shown as a separate commodity.
What is required in addition to a completed purchase requisition if service is completed or the goods have been received?
You are required to write on the purchase requisition that the service or goods have been received and/or sign the tax invoice to approve the payment.
Am I required to check available funds prior to sending a purchase requisition to purchasing?
Yes. No purchase can be processed unless there are sufficient funds.