Using the wrong route to buy things at works cost our University time and money. Make sure you're buying things the right way.
Type of purchase | Purchase method | Notes |
Advertising | Contact Simon Leggett, CER | |
All travel incl. flights, rail, car hire, transfers, accommodations and visas |
Diversity Travel Key Travel |
Please refer to Business Travel Booking Policy (.pdf) |
Conference/training - external courses | Unit 4 purchase order | If above £750 |
Conference/training - external courses | University purchasing card | If below £750 |
Hospitality | Lead staff member pays for hospitality and reclaims using the Unit 4 online expenses module | Details of all attendees must be recorded on the hospitality form |
Hospitality at Wivenhoe House | Use online booking form and pay using purchasing card or Unit 4 purchase order | Complete the hospitality form listing all attendees |
Mileage and subsistence | Complete Unit 4 online expenses module | These are the only personal expenses that should be reclaimed |
Consultancy | Contact Central Procurement Unit | In the first instance |
Temporary resourcing | Contact Central Procurement Unit | In the first instance |
Professional fees and subscriptions | Not permissible | Personal subscriptions or professional body memberships |
Consumables and sundries | Unit 4 purchase order |
Over £750 |
Consumables and sundries |
University purchasing card |
Below £750 |
Stationery | Office Team via Unit 4 punchout | Office Team |
Furniture | Contact Central Procurement Unit | In the first instance |
Books, publications and printed/digital journal subscriptions | Unit 4 purchase order or Library own ordering system | Over £750 |
Any annual maintenance contracts | Contact Central Procurement Unit |
In the first instance |
Catering | Essex Food | On site delivery |
IT equipment | Contact IT Services | No exception |
Mobile phones | Contact IT Services | Central contract with Vodafone |
Multi-functional devices | Contact IT Services |
No exception |
Print and Design | Contact CDS: uoe@cds.co.uk | In the first instance CDS process, mapping and escalation chart (.pdf) |
Video and Filming Services | Contact Media Centre | In the first instance |
Ultra-low value items (under £30) | Petty cash | The use of petty cash is not encouraged but acknowledged as an operational necessity in some areas |
Participant incentives for experiments, testing and questionnaires | Pre-arranged petty case advance or pre-purchased vouchers | A notional amount may be given as an incentive to participate |
Day-to-day purchases | University purchase order | Item value over £750 |
Amazon - general goods | Via Unit 4 punchout | No exceptions |
Amazon - gift cards | Direct via Amazon | Contact Central Procurement Unit to join card purchasing scheme |
Legal services | Eversheds | Contact Central Procurement Unit for contacts |
The University is contracted against a National Framework for the purchasing of stationery. Place your order online via a purchasing card.
There are three main types of cards available:
Please contact Estate Management Services Helpdesk - ext. 2959
NOTE that cards may be declined by retailers at point of use if they are used for non-approved purchase categories specified by the Director of Finance.
The corporate credit card is intended for the following types of personal expense incurred solely for University business purposes that would normally be reclaimed through expense claims:
NOTE: For the full detail of the rules and limitations regarding the different types of cards see Financial Procedure Note FPN 10 (Essex users only)
All enquiries regarding the issuing and use of payment cards please send an email to payments@essex.ac.uk