Information for suppliers
The University of Sheffield approaches all purchases with the aim of the best value for money.
COVID-19 - Information for Suppliers
(Last updated 04/01/2022)
Under current Covid restrictions, the University is open but some areas of the University are working remotely or on a hybrid basis. Please contact the person named on your purchase order prior to delivering. Please agree alternative delivery arrangements, if necessary.
Please note that, for health and safety reasons, alternative delivery arrangements must not be home addresses.
Each department or faculty hold their own budgets, and are ultimately responsible for purchasing its own goods and services following the appropriate procurement procedures.
Following the University’s standard procedures (all figures exclude VAT):
- For purchases under £5,000, departments are advised to purchase through the best value for money approach. This is if the goods/services are not already covered by an existing contract.
- For purchases between £5,000 to £50,000, departments are advised to complete a quotation exercise to receive at least three quotations.
- For purchases over £50,000, the Procurement team will advertise these as tender opportunities. This is typically for the purchase of more specialist items of equipment/services, or large works projects. All opportunities are advertised on our e-tendering portal, In-Tend, and through Contracts Finder (and the Find a Tender Service (FTS), if appropriate).
The University is a member of the North Eastern Universities Purchasing Consortium (NEUPC), allowing us access to existing regional or national contracts/frameworks for a range of goods and services developed by the NEUPC or a partner consortium.
The University can also use any other contracts/frameworks accessible to the higher education sector.
As the University does regularly receive grant funding, these procedures may change according to grant requirements. For example, ERDF grants require a lower tender threshold of £25,000.
In addition to adhering to our own Financial Regulations, the University is bound by UK Procurement Legislation (Public Contracts Regulations 2015).
All orders are placed subject to the University of Sheffield's Terms and Conditions, or subject to any special terms negotiated by the Procurement team during a tender exercise.
The University is committed to carrying out procurement activities in an environmentally, socially, ethically and economically responsible manner.
To demonstrate this commitment, current and potential suppliers are asked to commit to responsible / sustainable procurement within their organisations and acknowledge their compliance with the principles of the Sustain supply chain code of conduct.
The code of conduct can be accessed here.
If a department or faculty wishes to purchase goods or services from a new supplier, they must complete a new vendor request form.
This form is internal only, but departments will require certain information to be provided by the new supplier - typically in the form of a letterheaded document and a piece of bank documentation.
Suppliers will not be assigned a vendor number on the University's system at their request.
Once a vendor account has been approved and created, the department will raise a purchase order for the University's requirements.
The University of Sheffield operates a policy that prevents invoice payment where a valid purchase order number does not exist.
Please ensure purchase order numbers have been issued before goods and/or services are delivered.
Please issue all invoices to firstname.lastname@example.org
If you have any queries relating to outstanding invoices, please contact the Payments Team via email@example.com
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The University of Sheffield is committed to sustainability, and we actively encourage our suppliers to be too. You can help by signing up for the NETpositive Supplier Engagement Tool.
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