Procurement Process

Purchase Orders

For guidance and/or information on how to raise a Purchase Order on the WesternNow platform, please watch the below tutorial video (staff login required).

A Purchase Order is the University's official order form issued to procure goods and services on behalf of the University. Purchase Orders are issued only for items to be used by the University and cannot under any circumstances be used for staff or student personal requirements.

A Purchase Order is required for the purchases of all goods and services over $5,000 in value, and for smaller value orders where payment by other methods is not appropriate.

Some purchases are exempt from the procurement process - please refer to the Exceptions List - Approve for more information.

GIPA reporting is still required for approved exceptions and is the responsibility of the Business Unit, School or Institute. To declare contracts related to the approved exceptions, please complete the GIPA Contract Declaration Form.

Restricted Items/Preferred Suppliers

Restricted Items
The University has authorised certain business units to negotiate and secure contracts for particular goods and/or services on its behalf.  Only those nominated areas are authorised to procure for these items. These restrictions are approved by the Vice-President, Finance and Resources. Refer to the Knowledge Article for specific items and processes

Preferred Suppliers
These are a list of suppliers who supply specific goods and/or services to the university. All goods or services with a preferred supplier are listed in the Restricted Items Knowledge Article. All purchases must go through Strategic Procurement or the relevant business unit to procure.

Financial Delegates

The authority to purchase on behalf of the University is vested in nominated positions as outlined in the Delegations of Authority Policy.

The Financial Delegate (or holder of the appropriate delegation) for a procurement transaction is responsible to ensure that they are satisfied of all of the appropriate procedures and process have been followed before authorising the purchase transaction.