Updated 26 October 2020

Response to Covid-19

This page has been updated to reflect changes in our processes in response to Covid-19. Please take note of any changes to circumstances such as deliveries, invoicing and queries. The information is being updated as the situation changes. The standard 'General information for suppliers' can be found further down the page.

Deliveries

The University has re-opened a number of delivery locations across campus and suppliers should deliver to the location advised on the Purchase Order received.

In the event that you are unable to deliver to the required location please make delivery to the University mailroom:

University of Leeds Mailroom
Level 5 Roger Stevens Building
Willow Terrace Road
Leeds
LS2 9DA

Deliveries to the University mailroom will only be accepted between 8am to 2pm Monday to Friday.

Invoicing

The University’s onsite Accounts Payable Office closed on Friday 20 March 2020 and colleagues are home based. All invoices from this date should be emailed 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 emailed to 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.

Supplier Queries

For any general supplier queries please email CentralPurchasing@adm.leeds.ac.uk

In case of emergency

In the event of an emergency please contact the relevant member of our team directly:

Andy Higson, Central Purchasing

Ben Waters, Central Purchasing

Mark Agar, Facilities and Estates

Anne Copcutt, Facilities and Estates


General information for suppliers

We work with a range of local and international suppliers of all sizes to buy goods and services to enable us to deliver excellent research and teaching facilities to our students. 

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 the guidance in the following menu.

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. 

Tendering 

  • £25,000 - £181,302: We ask for a minimum of three 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 the government website through the Contracts Finder or on our Delta tender portal – select 'Search Opportunities' and click on 'View'.

How do I apply?

To apply, you must first register your organisation on our Delta tender portal and log in to the Delta tender portal.

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 and viewed using Tenders Electronic Daily (TED)

North Eastern Universities Procurement Consortium (NEUPC) suppliers

You can also apply for all NEUPC contracts through the Delta portal. 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 for suppliers.

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.  

Data protection

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.

Unsolicited goods

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.

Modern slavery

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.

Anti-bribery

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 (PDF).

Values

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.

Smokefree campus

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 it’s recognised as an aid to stop smoking, but we’re 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

Invoice information

To receive payments, invoices should be sent to:

Accounts Payable
EC Stoner Building
University of Leeds
Leeds
LS2 9JT

The University’s 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.

BACS

Our weekly BACS run is carried out on Wednesday and funds clear in suppliers' 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: £58,904.30