Existing suppliers

The Department of Finance has a number of specialist teams, each supporting a specific area of the financial activities of the University. These pages provide information to help visitors from outside the University find the correct team to help with their enquiry.

On

Procurement Office

The Procurement Office and the Payments Office are responsible for looking after University suppliers.

If you're not sure how you'll be paid then check out our quick guide to see how we pay individuals, or organisations, for services they've provided.

Also, if you are a GP Practice or an individual GP, we have some guidance that is specifically for you.

The Procurement Office works to:

  • Promote high quality and cost effective purchases of goods and services
  • Initiate, negotiate, award and control supplier contracts for use by the University of Sheffield
  • Monitor and administer the joint University, regional, national and EU contracts
  • Operate the University of Sheffield central stores service

You can contact the Procurement Office in a number of ways.

By post

Procurement Office
Finance Department
University of Sheffield
Western Bank
Sheffield
S10 2TN
United Kingdom

Email

procurement@sheffield.ac.uk

Phone

+44 114 222 4493

Please find the contact details for specific individuals within the Procurement Offices, both central campus, and AMRC, here.


Payments Team

The Payments Team look after the purchase ledger (or accounts payable) function of the University. They are responsible for:

  • Maintaining contact and payment method details for existing University suppliers
  • Processing supplier invoices and credit notes
  • Issuing remittance advice notes to suppliers
  • Dealing with queries from suppliers about non-payment of invoices

You can contact the Payments Team a number of ways.

Post

Payments Team
Department of Finance
University of Sheffield
Western Bank
Sheffield
S10 2TN
United Kingdom

Email

Phone

+44 114 222 4470

If you are visiting the Department of Finance in person then you can find out more about how to find us and our opening times.


Purchase order and invoice queries

Fraudulent purchase orders

Suppliers beware – an increased number of instances where suppliers are receiving fraudulent Purchase Order purporting to be from the University have been reported across the sector in recent weeks.

Fraudsters are registering domains that are similar to genuine university domains such as xxxxacu-uk.org, xxxxuk-ac.org and xxxacu.co.uk.

These domains are used to contact suppliers and order high-value goods such as IT equipment and pharmaceutical chemicals in the university’s name.

Suppliers will receive an email claiming to be from a university, requesting a quotation for goods on extended payment terms.

Once the quotation has been provided, a purchase order is emailed to the supplier that is similar to a real university purchase order.

The purchase order typically instructs delivery to an address, which may or may not be affiliated with the university. The items are then received by the criminals before being moved on, however, no payment is received by the supplier.

More information can be found on the Action Fraud website.

Queries about the goods or services your company has been asked to provide to the University of Sheffield should be directed to the department requesting the goods or services.

The Department of Finance does not have detailed information about the purchase order issued by a University department.

If you have a copy of a purchase order then the contact details for queries about the purchase order are shown in the section called ‘Ordering Department Details’.

Alternatively, contact the University on +44 114 222 2000 and ask to be connected to the department you are in liaison with.

Please ensure that you have received a valid University purchase order before you accept any orders. All invoices and credit notes must quote a valid purchase order number to enable the Department of Finance to pay your invoices promptly.

We will return invoices to you unpaid if you do not quote a valid University of Sheffield purchase order number.


Request a copy remittance advice

We can provide a copy remittance advice if you need us to. Contact the Payments Office with your request.

We will need to know the following information to help with your query:

  • Your company name (and your vendor number with the University - if known)
  • Your contact details (in case of query)
  • An email address and a fax number you want us to send the copy remittance advice to
  • Amount of the BACS payment you’ve received to your bank account
  • Date of receipt of the BACS payment you’ve received

Send your invoice to the University of Sheffield

Please ensure that you have received a valid University purchase order before you accept any orders.

All invoices and credit notes must quote a valid purchase order number to enable us to pay your invoices promptly.

valid University of Sheffield purchase order always follows this standard format:

  • Two letters followed by a digit (this can be 0)
  • Followed by / (if you are using Science Warehouse Software to receive University Purchase Orders then this will be - )
  • Then a ten digit number commencing ‘45’ (eg, AB1/4500000000 or AB1-4500000000 for Science Warehouse)

We will return invoices to you unpaid if you do not quote a valid University of Sheffield purchase order number.

Please post, fax or email invoices and credit notes for goods and services supplied to the University of Sheffield to the Payments Office.


Have your details changed?

To help us pay you promptly, please let us know immediately, if there are any changes to your:

  • Vendor name
  • Vendor address
  • Contact details
  • Telephone number or email address
  • Ordering address, fax or email address
  • Bank account
  • Remittance email address

Please provide us with your updated information, on your company letter headed paper, by post, fax or email (PDF files only please) to the Payments Office.

A world top-100 university

We're a world top-100 university renowned for the excellence, impact and distinctiveness of our research-led learning and teaching.