Response to the Coronavirus (Covid-19)
Updated 20 March 2020
The UK government has announced widespread measures to delay the spread of the coronavirus (Covid-19), as a result of these measures and with immediate effect please see the below information regarding changes to our delivery and invoicing processes:
With immediate effect the University of Leeds will only accept deliveries onto campus for essential supplies that contribute to keeping our critical services running other than those routine deliveries that are already in transit.
The University will only accept deliveries of critical supplies into our designated central location:
University of Leeds Mailroom
Level 5 Roger Stevens Building
Willow Terrace Road
Deliveries will only be accepted between 8am- 2pm Monday to Friday
During this restricted period the only exception to this will be deliveries of essential catering and cleaning supplies where the current delivery locations will remain open or where an alternative address has been given.
Vehicles that arrive at the University main entrance on Woodhouse Lane, LS2 9JT will be directed by Security to the central delivery point.
The Universitys on-site Accounts Payable Office closed on Friday 20/03/20 and colleagues are home based. All invoices from this date should be sent in pdf format to APUOL@leeds.ac.uk.
Paper documents sent to the University will not be actioned.
All contact with the Accounts Payable department that does not relate to sending an invoice or statement should be made through APRequest@leeds.ac.uk
The University is operating a normal accounts payable function with weekly payment runs. This will ensure payment of invoices received against delivered goods and services will be paid within agreed terms.
For any general supplier queries please contact CentralPurchasing@adm.leeds.ac.uk
In the event of an emergency please contact the relevant member of our team directly:
- Central Purchasing Andy Higson 0113 3434710 firstname.lastname@example.org
- Central Purchasing Ben Waters 0113 3431528 a.b.Waters@leeds.ac.uk
- Facilities & Estates Mark Agar 0113 3433657 email@example.com
- Facilities & Estates Anne Copcutt 0113 3435795 firstname.lastname@example.org
As a University, we must follow the Public Contracts Regulations 2015 to make sure suppliers are treated equally and fairly. We always aim for best value for money and we expect our supplier base to demonstrate competence, capability and competitiveness and to respect our core values and responsibilities.
We buy some products and services directly from suppliers. We also buy some goods and services as member of the North Eastern University Purchasing Consortia (NEUPC) - framework agreement with other Universities in our region.
How to become a supplier for the University
Before you become a new supplier, please read our guidance for prospective suppliers in the menu below.
All procurements must demonstrate value for money for our students, donors and staff, so we use competitive bidding and tendering on all purchases, proportionate to value.
To deliver value for money on lower value procurements, we source quotes from a range of local, regional, and national framework agreements, where possible.
£25,000 - £181,302
We ask for a minimum of 3 tenders, using a formal competitive tender process or an approved framework. You can find and apply for these tender opportunities through the Delta digital portal.
£181,302 and above
We follow a competitive tender process following requirements of Public Contracts Regulations 2015. You can find and apply for these tender opportunities through the Delta digital portal and the EU Journal.
Where are tender opportunities listed?
All suppliers can view our tender opportunities on GOV.UK through the Contracts Finder or on our Delta tender portal - select Search Opportunities and click on View.
Here you can:
- View a list of current tenders
- Express interest in a particular tender (required before you apply)
- Receive tender documentation
- Apply securely
- Send and receive updates about your application.
Where can I find the EU journal?
All tenders above the EU threshold are advertised in the Official Journal of the EU (OJEU) and can be searched & viewed using Tenders Electronic Daily (TED).
How do I become a North Eastern Universities Procurement Consortium (NEUPC) supplier?
You can also apply for all NEUPC contracts through Delta. When tenders are on behalf of the consortium the NEUPC will be listed as the buying organisation.
Guidance for suppliers
When buying the wide range of goods and services needed to support the University, we must follow various external regulations and internal processes and procedures. Before becoming a new supplier, you should read the following guidance.
Terms and conditions
For the supply of goods and services below the tender threshold we contract under the University's General Terms and Conditions.
Some contracts are subject to specific terms and conditions for example if there is a formal University tender process or a consortia agreement. We also have specific Terms and Conditions for suppliers working onsite.
IR35 tax regulation and off-payroll workers
We are responsible for making sure that individuals working with us through their own limited company (known as a personal service company or PSC) pay the right amount of tax and NI. If you are a personal service company and believe you are affected by the IR35 rules, please tell your contact at the University before you start delivering services.
Freedom of Information Act
The Freedom of Information Act 2000 applies to all the activities of the University.
Under the Act, we may be required to provide information we hold about our suppliers in response to a request, unless a statutory exemption applies. This may include information marked as commercial in confidence.
We may occasionally need further information from you, as our supplier, to deal with a Freedom of Information request. If we do, we will ask you to reply within five working days to meet the deadlines for the consultation.
As our supplier, you should be aware of our obligations and responsibilities under the Data Protection Act 2018 and General Data Protection Regulation (GDPR). As an organisation we have to maintain records of what personal data we hold, what we do with it and when we delete it. We also have to demonstrate how we keep personal data safe. We also need to make sure that you, as our supplier also maintains these standards whenever you handle sensitive data as part of your contract.
We do not accept liability or responsibility in any way for any unsolicited goods or services. 'Unsolicited goods' means goods or services received where the supplier has not received a valid instruction to deliver those goods or proceed with the performance of services. You must make sure all delivery and invoice documentation clearly displays a valid University Purchase Order number unless an alternative method has been agreed by the University in writing.
Any submitted invoices that are incorrect or incomplete may be returned unpaid for correction and re-submission. Any invoices we receive without a Purchase Order or valid instruction to proceed will be rejected.
Following the introduction of the Modern Slavery Act 2015, we updated all our procurement documentation and processes to allow us to take proactive steps to monitor, investigate and act upon any evidence of modern slavery in our supply chains. We use a categories to identify supply chains which are at highest risk and before we award contracts of significant value, suppliers are required to confirm they comply with the Modern Slavery Act and support our approach. Please read our full Modern Slavery statement.
The University is committed to the prevention of bribery connected to University business. Serious action will be taken against anyone found to be involved in bribery. Please read our Anti Bribery Policy.
We have developed a sustainability strategy which is embedded in our procurement. This means we consider social, environmental and economic impacts when we are buying goods and services and awarding contracts.
We uphold the principles of equality and diversity in everything we do and we expect our suppliers and contractors to adopt a similar approach.
Please read our values and responsibilities.
In the first step to become a Smokefree campus, we are asking staff, students and visitors not to smoke outside on campus between 8am and 6pm every day as we aim to inspire people - and in particular current and future generations of young people to choose not to smoke.
Currently people can still vape on campus, as its recognised as an aid to stop smoking, but were working towards our campus being completely Smokefree by 2025. This is part of a city-wide ambition to create a Smokefree generation by 2025. Smoking and vaping inside University buildings or by their entrances remains prohibited.
Payments and invoicing
To receive payments, invoices should be sent to:
EC Stoner Building
University of Leeds
The Universitys standard payment terms are 30 days.
Your invoice must quote a valid University purchase order number. Payments will only be made when we receive a valid invoice which matches the purchase order (value and quantity) and the goods have been received by the University. Invoices without a purchase order number will be returned unpaid.
Our weekly BACS run is carried out on Wednesday and funds clear in supplier's bank accounts on the Friday. If a payment has been made to your bank account you will receive a remittance advice regarding this payment. This will be sent by email if an email address has been provided to Accounts Payable, or by post.
Change of details
To prevent fraud, we make thorough checks to validate supplier details. If your bank or payment details change you must give us a minimum of 4 weeks notice otherwise there may be a delay in payment.
Performance data for payment of undisputed invoices within 30 days 2018-19
Financial year 2018/19
- Compliant 97.25%
- Total possible interest is £58,904.30