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Purchasing and Assets Management

PURCHASING ASSETS   DISPOSAL OF ASSETS
Safe purchasing and OHS requirements Notification of Equipment for Disposal
ICT Purchasing Notification of Equipment Sold by Tender for Disposal
UNSW Purchasing web links Assets Acquisition/Relocation Advice

If you have any queries about how to proceed with purchases, please consult Gordon Petzer on X56570.

Purchasing procedures

Most staff within the School can submit a purchase requisition. A purchase requisition form is available from the School Store or online:
Purchases <$10,000: http://www.fin.unsw.edu.au/files/PP/purch_requ_pg01.rtf·
Purchases >$10,000 require an ADDITIONAL page to be attached to the purchase requisition form above: http://www.fin.unsw.edu.au/files/PP/purch_requ_pg02.rtf

Safe Purchasing in the School of Electrical Engineering & Telecommunications (these guidelines are an application of the UNSW OHS Purchasing Guidelines.)

Generally purchase requests are for purchases of non-hazardous items, including stationery, office supplies, books, journals, travel, conference and other membership fees, accommodation, computer software and minor hardware items. It is expected that all staff will have completed OHS Awareness training, which should include a module on safe purchasing requirements.Some staff within the School purchase hazardous goods. These staff should be identified in the EET Training Needs Analysis and will be required to complete safe purchasing training as part of the EET Training Plan when such training is made available. Purchasing responsibilities designated to staff are outlined in the EET OHS Responsibility Matrix. When hazardous equipment (ie, not that excluded above) is purchased, the UNSW OHS policy requires the following procedure in addition to the purchase requisition form.

Purchasing Procedures for Hazardous Goods·

  • A Safe Purchasing Checklist (OHS633) is also available from the School Store or online at http://www.hr.unsw.edu.au/ohswc/ohs/docs/chk_purchasing_pre&post.doc·
  • The purchase requisition form is completed by staff members who are submitting a request to purchase supplies. When submitting the request for purchase, staff members are required to complete the Safe Purchasing pre-purchase checklist.·
  • The pre-purchase checklist requires the purchaser to identify hazards and risks associated with the use, transport and storage of the goods and services. It also requires the purchaser to identify the risk control strategies that are in place.·
  • In completing the pre-purchase checklist, the requisitioner must assess the capacity of the supplier to comply with UNSW OHS requirements. ·
  • When the purchase requisition and pre-checklist forms have been completed, they are signed by the requisitioner and the Purchasing Officer. Both forms are returned to the Purchasing Officer who raises a purchase order.
  • Please note, that when purchasing equipment requiring completion of the Safe Purchasing Checklist, a Risk Assessment form may also need to be completed.
  • When the supplies arrive, the requisitioner is required to complete the post checklist form.
  • The pre/post checklist forms (and risk assessment if required) are attached to the purchase order for filing.
  • Copies of the supplier’s catalogue and details provided by the supplier relating to the hazardous supplies are kept with the Purchasing Officer.
ICT Purchasing

All purchases of desktop and laptop computers are to be directed to UNSW IT Procurement. These purchases require approval from the Faculty IT Manager, Geoff Oakley, via the "Request for Approval"(RFA) form. Once approved the purchase is directed to itprocurement@unsw.edu.au. Please see their wesite at http://www.its.unsw.edu.au/services/procurement/index.html for information, RFA form and the procurement form "HARDWARE REQUISITION FORM – IT06".

The "HARDWARE REQUISITION FORM – IT06" must be signed by either Gordon Petzer or Doug Davison who must retain a copy for School audit purposes.

Any variations to the above procedure must be approved by the Faculty IT amanger, Geoff Oakley, Tel X54043, Email geoffo@cse.unsw.edu.au

Expenditure Range
IT Expenditure Approval Process (Faculties)
$500 - $4,999 Expenditure in this range needs formal approval from IT at UNSW. A Request For Approval (RFA) form must be filled in and approved before any items are purchased.
In conjunction with the Faculty IT Manager, Geoff Oakley, complete an RFA. In many cases, the Faculty IT Manager will be able to approve this expenditure, directly, if not, they will send it to the Director of IT at UNSW for approval. (See “Guidelines for Approval for Faculty IT Expenditure” on the IT website).
$5,000+ All expenditure in this range must have a Request For Approval (RFA) form approved by the Director of IT at UNSW before any purchases are made. To get an RFA approved please complete the RFA form in conjunction with Geoff Oakley. He will send it to the Director of IT at UNSW for approval.

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