Overview
The Purchasing team of Senior Buyers and Buyers oversees the operational process of converting approved requisitions into accurate purchase orders that are then sent to suppliers. Buyers provide guidance on available suppliers, while Senior Buyers manage the Request for Quotation (RFQ) process.
The team is responsible for ordering goods and services, collaborating closely with the Procurement team. Their duties include creating purchase orders from approved requisitions, ensuring that at least three quotations are obtained when applicable (as per specified thresholds), confirming the use of contracted suppliers, and maximizing value for money on behalf of the university.
Responsibilities of requisitioner
The requisitioner is responsible for:
- Complete and accurate information on requisition
- Send requisition for approval
- Receipt goods / services in a timely manner once received
- Liaise with Purchasing as required
The Function can provide support and advice to staff on all matters relating to purchasing and contract management.
Suppliers
Contracted Suppliers
UCD has contracted suppliers covering a range of common goods and services. Please contact your Buyer for information on contracted suppliers and what they can supply.
New Supplier Requests
All requests for new suppliers are now carried out through Workday. Click on ‘Create Supplier Request’ and enter the details including full contact details for the company / organization. Setting up a new supplier will take approximately 5 days but is subject to the company / organization entering their details in a timely manner.
Sole Source Information
The UCD SSJ Application Form must be used for all purchases where a sole source is proposed for spend valued in excess of €50,000 but, was not formally tendered; and is not covered under an existing framework or UCD Goods / Services Contract.
The process/form must also be used where a single source is proposed for spend between €5,000 - €50,000 value, where the minimum requirement of 3 x valid quotations cannot be obtained and UCD Procurement approval is necessary for spend compliance governance and completeness of audit records, particularly externally funded research.
Procurement will review the sole source application to assess whether a valid justification exists for the sole source designation. Based on this review, the application will either be approved or rejected. Suppliers must not be asked to provide any goods or services until Procurement has completed its review and communicated the outcome to the requester. If approved, a purchase order can then be raised.