The below guidance is for anyone within the University wanting to request a new supplier be set up so they can be issued with a purchase order. Before submitting a request to set-up (or re-activate a supplier) you need to follow the steps below.
New suppliers should only be requested if you cannot buy what you need from a supplier already available on the Procurement Request Portal. To check if a supplier is already set up on the system, use the Supplier / Product Search box available on the portal, for example if you search ‘stationery’, Lyreco will be shown as the supplier. You can also find further information here – How to Buy
The University has a number of contracted suppliers who have been appointed following competitive tender on the basis that they will be the only supplier, or one of a limited number of suppliers of particular goods, services and works to the University. These suppliers are marked as ‘on contract’. Contracted suppliers must be used wherever possible. If you need any assistance with finding a contracted supplier please contact the Category Management Team
The below applies to genuine one-off transactions only.
The University’s Procurement Procedures are available here. Failure to follow the procedures may cause your purchase request to be rejected. Please ensure you have followed the procedures prior to submitting a new supplier request.
In accordance to the HMRC’s intermediaries' legislation (known as IR35), where we are engaging an individual to provide a service, the University needs to assess the supplier to establish if the service supplied is in scope of this legislation. The individual would typically be providing their service as a sole trader or via a Personal Services Company.
A ‘check employment status for tax’ (CEST) check can be completed here - https://www.gov.uk/guidance/check-employment-status-for-tax
If the outcome of your determination is ‘deemed employment’ then please contact your Departmental HR Advisor. If the outcome is ‘inside the scope of IR35’, please contact Procurement for a Status Determination Letter which must be provided to the supplier. All other outcomes must be attached to the new supplier form (see Step 5 below)
Once you have considered steps 1 -4 and you do require the supplier to be set up you need to complete and submit a new supplier request form. Please complete and return this form to procurement@lancaster.ac.uk together with evidence of bank details.
The team will review the form and approve it, if appropriate. You'll be notified of the decision. Please allow for 2-3 weeks for all checks to be completed.
Important information
