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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.

eMarketplace 

The University eMarketplace went live in August 2022 to a number of our science schools and central functions. Rollout to the remaining schools and functions will take place during autumn 2022 and early 2023. Additional information for suppliers can be found here.

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 which can be found here

Invoices and Payments 
  • The University no longer accepts paper-based or handwritten invoices.
  • Invoices must as a PDF attachment only, and 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.

**Change to invoices submission from August 1st, 2022**

With the launch of our new eMarketplace in August 2022, suppliers will need to ensure their invoices are submitted to the correct email address as outlined below:

PDF Invoices with purchase order numbers starting in 33XXXXXstatements and any questions/correspondenceshould be submitted to invoices@reading.ac.uk.

PDF Invoices with purchase order numbers starting in 35XXXXXX should be submitted to einvoices@emarketplace.reading.ac.uk. This is an unmonitored email address  - no statements or questions/correspondence should be sent to this address. Suppliers will be able to see the status of the payment for these invoices in the My Invoices section of the supplier portal.

Payment Terms

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 invoices@reading.ac.uk if you a have a query related to a payment which is overdue.

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 enquiries - invoices@reading.ac.uk