Guide to Buying at Western

New Procurement Policy and Procedure – Effective 1 July 2026

This information supports Stakeholders with managing Procurement activities under the new policy.

Overview

Western’s procurement approach is based on value and risk. This means lower-value, low-risk purchases can be managed directly by stakeholders, while the Procurement will continue to support procurement activities that are:

• High-value and/or high-risk
• Complex and/or strategic
• Activities requiring specialist procurement advice

For a simple overview of the process and when Procurement involvement is required, refer to the Procurement Process Flowchart.

Key things to remember

• Plan ahead and allow sufficient time for supplier onboarding and internal approvals.
• Engage Procurement when required and seek advice early if you are unsure.
• Consult the relevant specialist areas for regulated categories before you commence your procurement.
• Use existing University contract arrangements/preferred suppliers (where available)
• Consider risks (Procurement Risk Matrix) and broader obligations, including sustainability, modern slavery, data security and accessibility.
• Obtain the necessary approvals, including from Financial Delegates, before making commitments to suppliers.
• Maintain integrity, fairness and transparency throughout the procurement process. Ensuring that Conflicts of Interest and declared and managed appropriately.

Stakeholder Resources

A range of resources, templates and guidance materials are available to help stakeholders navigate the procurement process. These resources are designed to support informed decision-making, promote consistency and reduce delays. If you are unsure where to start, Procurement Business Partners are available to provide advice and assistance.

Stakeholder Resources

Need Procurement Support?

Speak with your designated Procurement Business Partner or alternatively, you can submit a WesternNow General Enquiry.

If you are ready to begin your procurement activity submit a Procurement Process Request.