Faculty of Arts

Background

In 2006, UWA developed a Procurement Strategic Plan which was endorsed by Senate. This lead to the establishment of the ‘Procure Transformation Programme’ (PTP) Board chaired and sponsored by the Vice Chancellor.

The PTP project was established by the Board and contains 3 main elements:

• Expense Management System (EMS) – Improving the Credit Card Acquittal Process
• Travel Requisition System (Trobexis) – Managing the Travel Approval Process through preferred suppliers; and
• Procure To Pay (P2P) – Streamlining the purchase order, delivery, receipting and payment for goods and services and maximised use of preferred suppliers

All of these electronic systems will be implemented across the whole of UWA and together will generate significant savings and efficiencies whilst also improving best practice and ensuring audit requirements are met.

In 2011 the Faculty adopted the ‘Procure to Pay’ (P2P) PeopleSoft process in relation to the procurement of goods and services. This effectively ceased the widespread use of manual Purchase Orders and green invoice authorisation forms to process invoice payments.

Therefore with effect from 16th May 2011 all commitments to purchase goods and services funded by any Project Grant (PG) within the Faculty must be processed by a Purchasing Officer or Purchasing Card holder (*).

Procedure Summary

1. Identify a supplier for the purchase(s) – See ‘Useful Links’ section below to view UWA preferred supplier list.
2. Check Quotation Threshold Guidelines – See ‘Useful Links’ section below.
3. If required follow quotation procedure or confirm price.
4. Complete Requisition Form including relevant item codes, description PG number, delivery details and if required attach quotes.
5. Requisition Form template
6. Submit the completed Requisition Form to your Purchasing Officer or UWA Purchasing Card holder (*) for processing.
7. To facilitate payment to the supplier all invoices should be submitted to your designated Purchasing Officer or UWA Purchasing Card holder (*) – The Purchasing Officer will liaise with the Receipting Officer to process payment where required.

When procuring goods & services via a UWA Purchase Order the Purchase Order number should be quoted on the supplier’s invoice to ensure payment is processed promptly.

(*) In the case of low value (< $1,000) and / or low risk purchases a UWA Purchasing Card is the preferred option of procurement.

Faculty Purchasing Officers

• Shana Davies - Faculty Office
• Danielle Morris - School of Humanities
• Linley Hill – School of Social Sciences
• Miho Masel - School of Social Sciences
• Javid Mastan - School of Music

Note: One staff member (Richard Small) within the School of Humanities and one staff members (Dianne Anstey) within the School of Social Sciences have also been trained as Purchasing Officers in order to ensure we have some flexibility during busy periods and are able to provide sufficient cover for leave.

Faculty Purchasing Card Holders

• Shana Davies - Faculty Office
• Cath O’Neil - Faculty Office
• Danielle Morris - School of Humanities
• Richard Small - School of Humanities
• Hui Chuin Poa - School of Social Sciences
• Diane Anstey - School of Social Sciences
• Jill Woodman - School of Social Sciences
• Miho Masel - School of Social Sciences
• Viviene Brown - School of Social Sciences
• Adem Kerimofski - School of Social Sciences
• Tanya Tuffrey – Centre for History of Emotions
• Pam Bond - Centre for History of Emotions
• Rosslyn Feast – Australian Music Examination Board

Useful Links

• UWA Strategic Procurement Home Page
• UWA Preferred Suppliers
• UWA Quotation Threshold Guidelines
• UWA Procurement Assist
• UWA Purchase Orders Terms & Conditions for Goods & Services

Additional Information

The Purchasing Officer will be able to advise staff on all aspects of the procurement process. This includes the use of UWA preferred suppliers, appropriate use and holders of UWA Purchasing Cards, quotation thresholds, financial delegations and risk management.

In addition the Purchasing Officer will ensure compliance to UWA procurement policies by conducting additional checks such as ensuring sufficient funds are available to fund the purchase and that all purchases are appropriate.

Note: As with all systems there will be some limitations and exceptions and P2P will not be utilised in relation to travel (Trobexis system), UWA internal purchases (ET Form), staff expense reimbursements (N Form), Corporate Express, UWA Corporate Cards, foreign payments and petty cash reimbursements.