Manage Contracts, Requisitions and Invoices
| Note: Refer to OUFAL Managed
Projects for variances to this process where the project is being
managed by
Oxford University Fixed Assets Limited.
|
1. Contracts - tender process
The tender process is the means by which the University appoints suppliers (see Estates Regulations). Formal contracts will be drawn up by the UED between the selected supplier and the University. VAT certificates will be issued by the Estates Directorate to suppliers as required.
2. Requisitions / purchase orders
Once the tender process is completed, Purchase Requisitions are raised in line with the Purchase to Pay process. The UED-appointed Project Manager generates Purchase Orders for each supplier. Where covered by a contract, these should generally be raised for the full contract value. Note: Purchase Orders for costs covered by a contract are not physically sent to the suppliers as the formal contract is the agreement.
Where there are changes to scope etc during the contract the Purchase Order will need to be amended, or a new one generated as appropriate.
3. Log and review invoices, receipt works
All Invoices received from contractors are sent to the UED Finance Team where they are logged in a spreadsheet. They are then checked and passed onto individual Project Managers for approval.
The Project Manager will decide whether to approve payment based on valuation certificates, site inspections or other evidence of work being completed. If they are content with the works being invoiced they receipt the amount on Financials.
Where a problem is identified with the Invoice, the Project Manager must contact the supplier to discuss the problem and agree the solution.
4. Authorise and process invoice
The Invoice is signed by the Project Manager to accept that the work is complete and the Invoice amount is correct, and is authorised, according to UED approval limits, before being entered onto Oracle Financials by the UED Finance Team for payment as per the Purchase to Pay process.