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.
Procurement Office
The Procurement Office and the Accounts Payable Office are responsible for looking after University suppliers.
If you're not sure how you'll be paid then check out our quick guide (PDF, 234 KB) 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 (PDF, 204 KB) 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
You can also find the contact details for specific individuals within the Procurement Offices, both central campus and AMRC.
Accounts Payable team
The Accounts Payable 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 Accounts Payable Team a number of ways:
- Invoices and credit notes to: invoices@sheffield.ac.uk
- Statements to: statements@sheffield.ac.uk
- Tell us that you have changed your details: vendordatabase@sheffield.ac.uk
Phone
+44 114 222 4470
If you are visiting the Department of Finance in person, you can find out more about how to find us and 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 any invoice to you unpaid if it is not made out to the University of Sheffield or 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 Accounts Payable 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.
A valid University of Sheffield purchase order always follows this standard format:
- A Ten digit number commencing ‘45’ (eg 4500000000)
We will return any invoice to you unpaid if it is not made out to the University of Sheffield or you do not quote a valid University of Sheffield purchase order number.
Please email invoices and credit notes for goods and services supplied to the University of Sheffield to invoices@sheffield.ac.uk
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 a pdf of your company letter head via email to the Accounts Payable Office.