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Information for suppliers

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.

Purchase Orders

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

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

Invoices and Payments
  • The University no longer accepts paper-based or handwritten invoices.
  • Please email invoices, in pdf (not Word) format, to invoices@reading.ac.uk.
  • Invoices must not be sent via a link for us to download or in a zip file.
  • Invoices must contain a valid University Purchase Order Number and the correct legal entity name e.g. University of Reading, Henley Business School Ltd etc.

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.

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.

Deliveries

All goods and services must be delivered to campus, apart from in very exceptional circumstances, for essential supplies, where the University may agree to delivery to other sites than the campus. This will be handled on a case-by-case basis.

Tenders

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

 

Coming soon! University of Reading's eMarketplace

The University of Reading will soon 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 procurement@reading.ac.uk for any queries.