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- - Procurement Reference Documents and Templates
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- Treasury
- Supplier Terms & Conditions
Procurement Process
Purchase Orders
A Purchase Order is the University's official order form issued to procure goods and/or services on behalf of the University. Purchase Orders are issued only for goods and/or services which are to be used by the University and cannot under any circumstances be used for staff or student personal requirements.
Procurement activities less than, or equal to AU$5,000 (excluding GST and subject to the below conditions) do not require a purchase order.
Exceptions and conditions:
- Purchases within regulated categories (e.g. drones, chemicals, software etc.) as listed on the Regulated Procurement Categories below, still require a procurement process request, relevant SME approvals and a purchase order.
- Invoices must not be split into multiple parts to be under the $5,000 threshold to avoid non-compliance with the Delegation of Authority policy.
This means that for purchases up to $5,000 (exc. GST), an invoice can be submitted to Basware for payment without a Purchase Order. Additionally, for purchases under $5,000, we encourage the use of a corporate credit card where possible, in line with the Credit Card Policy.
Exemptions to the Procurement Process
Certain procurement activities are exemptions to the standard procurement process (which includes sourcing activities and obtaining comparison quotes), however these exemptions still require a purchase order to ensure proper contract management, GIPA compliance, and matching of invoices via Basware. Please refer to the Exemption List for the current approved exemptions.
Regulated Procurement Categories and Panel Suppliers
Certain goods and services are regulated and require consultation with identified Subject Matter Experts (SMEs) prior to the initiation of a procurement activity. These SMEs possess specialised knowledge and oversight in their respective areas, ensuring compliance and quality standards are met. Refer to the Regulated Procurement Categories prior to initiating your procurement activity.
The University has Master Services Agreement/s (MSA), or panel agreements with some suppliers for the provision of some goods/services. Please refer to the abovementioned Regulated Procurement Categories in the first instance, as some of these arrangements are managed by the respective SMEs, if your enquiry relates to another good/service category, please reach out to your Procurement Business Partner to identify if there is a current MSA/panel arrangement in place.
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 is authorised to approve procurement activities on behalf of Western, ensuring that expenditures align with budget, policy, and compliance requirements. This role includes reviewing and endorsing procurement activities, or contracts within their approval limits, and verifying that these procurement activities are necessary and in line with Westerns priorities.
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