Information for suppliers

Covid-19 (coronavirus): Information and Guidance for Suppliers

As you will all be aware, this is a rapidly evolving situation where information is being gathering and assessed daily by the University. Like many large organisations the University is following Government guidance and is working to safely scale back its operations, to ensure the wellbeing of its community.

From 23rd March 2020, all non-essential University buildings are now closed. Where possible, staff are working from home locations, this includes professional services staff involved in procurement, and payment activities with suppliers.

Thank you very much for your patience and support during this period of uncertainty and rapid change, our staff are working hard to respond to queries.

Please review the information below in the first instance, before contacting the University.

Purchase Orders

The University operates a 'No PO, No Pay' policy, please do not accept requests for goods or services without provision of an official Purchase Order.

Invoices and Payments

The University is currently not able to process paper-based invoices.

> Please email invoices, preferably in pdf format, to invoices@reading.ac.uk

> Invoices must contain a valid University Purchase Order Number.

The University is working hard to ensure all payments are made within the terms of the contract/order. Our standard payment terms are 30 days from receipt of a valid and undisputed invoice. Payment runs are being performed twice a week.

Please only contact the University if you a have a query related to a payment which is overdue.

Deliveries

Many of the University buildings and sites are closed until further notice. Staff are not available to receive goods, please do not attempt to make deliveries, unless in agreed certain circumstances. There will be a few exceptions such as Estates and Catering deliveries which will be agreed directly with their teams.

In very exceptional circumstances, for essential supplies, the University may agree to delivery to other sites.

Procurement

The University is very much open for business and key procurement projects are processing. Please continue to monitor In-Tend for business opportunities - In-Tend

Key Contacts

University telephone lines may not be answered. To help us respond to you as quickly as possible please send correspondence to our shared e-mail inboxes, where available staff will be able to access your request or query:

Procurement and tender related enquiries - procurement@reading.ac.uk

Accounts Payable - invoices@reading.ac.uk

Procurement at the University of Reading

All procurement activity within the University is carried out in accordance with legal requirements, financial regulations, our procurement policy and procedural guidance. This includes spend funded through research grants. Our objective is to secure maximum value for money, consistent with acceptable standards of quality and service.

The University operates a category management approach to procurement activity. This category approach enables us to be strategic about the way we buy goods and services, so that we maximize the funds that we commit to research and teaching. Category Managers are responsible for different areas of spend.

Visit our Selection of Suppliers pages to find out more about how we select suppliers.

Brexit Preparation

The University has been preparing itself for the potential impact of Brexit. The Procurement Department have been contacting a number of its suppliers about potential risks in the supply chain and reviewing contingency plans.

We have also continued to receive Brexit preparation plans and updates from suppliers and are communicating with our stakeholders.

If you are currently a supplier to the University of Reading and would like to contact us about any Brexit related matters, please contact procurement@reading.ac.uk

Coming soon! University of Reading's eMarketplace

During the 2020-2021 academic year, the University of Reading will begin using an eMarketplace for placing orders with our contracted suppliers. We will soon begin the process of training our staff in each of our Schools on how to use the new system. To provide the support they need, we will roll it out to a few Schools at a time. We are contacting existing suppliers directly with further details.

Suppliers will need to register on our new system in order to receive orders and invoices. We will provide full details of how to do that, including log-in details and 'how to' guides. The eMarketplace we have selected is provided by Medius, (previously Wax Digital).

New suppliers will also be given information about our eMarketplace at the appropriate time in the set up process. For a short transition period, suppliers will receive orders from both our existing financial system as well as the eMarketplace. We thank you for your patience as we roll out.

Please see this webpage for more information on the eMarketplace

Alternatively, contact emarketplace@reading.ac.uk  for any queries.

Information about suppliers' invoices

With effect from 1 June 2019 the University of Reading will no longer accept invoices without a valid PO (purchase order) number printed on them. Invoices without a PO number or which contain a handwritten one will be returned unpaid, with a request for the correct information to be added.

What actions do you need to take?

All suppliers should secure a valid PO from their University contact before providing goods or services to them. This will ensure clarity around the goods or services we are asking you to supply and will also provide you with the University's terms and conditions -

Procurement Terms and Conditions v1 Aug 2019

All invoices should have the PO number printed on it and be emailed directly to the University's Accounts Payable team via invoices@reading.ac.uk there is no need to send any invoice via your School or department contact.

How will this benefit you?

Invoices with all appropriate information will be paid in a timely manner, reducing the need for queries and chased payments. A valid PO should also assist in avoiding fraudulent activity; we are aware that a number of scams have recently been directed at Higher Education suppliers - see the fraudulent activity warning for further details.

 

Page navigation

 

Search Form

A-Z lists