|Department of Engineering|
|University of Cambridge > Engineering Department > Departmental Administration|
Requisitions and purchase orders in the Department should be created using the Department's EDRS system. This page provides information on the use of EDRS and details the procedures which must be followed. Requisitions which do not conform to these will be returned by the Department's Purchasing Office.
EDRS replaces the University's iProcurement system which in turn in May 2009 replaced the Department's previous in-house requisitions system (on which EDRS is based). Although iProcurement will be phased out for Departmental use at the end of March 2012 and it is no longer possible to create new requisitions on the old in-house system, both remain accessible as a repositories of past requisitions.
EDRS is intended to be intuitive to use. It is similiar in appearance to the Department's previous in-house system but with the addition of a couple of extra tabs to enter the additional information now required by the University's purchasing processes. Divisional Administrators have received training in the use of EDRS and should be consulted if there are any problems.
Please follow these guidelines when raising a requisition in the Engineering Department:
You should normally send requisitions to the Principal Investigator (PI) for approval. Once the PI has checked the requisition and approved it, it will be forwarded either to the the Finance Office for Research Council grants or direct to the Purchasing Office for other cost centres. PIs can automatically approve their own requisitions on their cost centres.
If you get no response from an approver, you may withdraw the requisition and submit it for approval to someone else with approval rights for that cost centre.
The return of any tangible goods must be arranged with the Purchasing Office. The costs of the return or rejection of goods that have not been recorded by the Purchasing Office will be charged to the cost centre to which the goods were to be charged in the original requisition.
It is not possible to raise a requisition on a supplier who has not been previously loaded into the University's Finance System (CUFS). You can check to see whether a supplier is in the system; if they are not, you will need to submit a Letterhead from the supplier (which includes their Company Registration No. and Company VAT no.) as well as their Quotation for the items you propose to purchase to the Purchasing Office (in paper form or electronically).
Where the cost of an item is modest, and the use of that supplier is a 'one-off', then purchase by corporate credit card should
be organised at a local level. Information on who holds a corporate credit card is available from the Finance Office.
The University's Financial Regulations require supporting documentation to be provided for purchases above certain thresholds. The Department's thresholds are different from the University's, and are the ones to be used when raising requisitions in the Department. The following table shows the Departmental thresholds.
|Order value (pre-VAT)||Supporting documentation required|
|Under £1000||No quotation required|
|£1000 - £2,500||Single quotation|
|£2,500 - £10,000||Three competitive quotations|
|£10,000 - £50,000||Either three competitive quotes or three written proposals required, depending on complexity, risk, and value of the purchase - contact the purchasing office to discuss.|
|Over £50,000||Three invitations to tender - contact the purchasing office to discuss.|
|EU Threshold, (goods and services) £173,934||EU Tender - contact the purchasing office to discuss.|
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