In the current circumstances and in line with the Director of Finance’s previous communication that expenditure should only be incurred where essential, the Procurement Team have been examining ways in which the cost of some day-to-day activities can be reduced – this will affect how the University procures its goods and services.
Use of External Providers of Goods and Services
In particular, we are aware that in a significant number of cases, external providers of goods and services are chosen over our own internal providers, which leads to an unnecessary outflow of cash and a higher cost overall for the University. In order to help the University be financially viable, this expenditure with external providers must reduce. Where internal options exist, they must be used. This is not optional.
Effective immediately, there will be a moratorium on the use of external providers where the service is provided internally. This applies to, amongst other areas, catering, minor works, repairs, printing services, and use of conference facilities (except where there are no rooms available on campus). In practical terms, this means the following:
- Refreshments, sandwiches, teas or coffees should be ordered via Kent Hospitality. External providers such as supermarkets and restaurants should not be used.
- Estates and Property Services should be ordered via Estates. Use of external providers, handyman services, and similar should not occur. There are also Health and Safety risks should you do so. You must work with Estates.
- All printing requirements should be directed to the Internal Print Unit. Use of external printing companies is not permitted except through the Internal Print Unit.
- If there are internal rooms available, you should not use external conferencing, hosting, or room booking facilities.
- Furniture should only be purchased through our preferred suppliers.
- Where central contracts exist for the University, use these. Do not establish your own agreements with suppliers.
There may be times where the internal option is more expensive than external offers. In this event, please let the internal function know if external offers are cheaper in order that internal functions can review and improve their offering. We understand that you will wish to maximise your budget, but using external suppliers that may be cheaper for your budget will cost the University more money overall, after taking into account transaction and time costs – please advise the Procurement Team if there are significant variations in prices charged by external and internal suppliers and they will assist you.
Failure to follow the above instruction will be investigated and reported to the Director of Finance. The use of such suppliers and categories of spend via Purchasing Cards and UBW will also be investigated. Using Expense Claims, F2’s and Retrospective orders to avoid this instruction is not permitted.
The University intends to implement a “No PO, No Pay” regime in near future.
Purchasing Cards
Effective immediately, the individual transaction limit for Purchasing Cards will be reduced to £500. If you require a higher limit you must apply for it to the Procurement Office. The University may also block categories relating to building works, catering, external conferencing if spend continues to be identified, and may include other categories. The Procurement Team has also been asked to reduce the number of Procurement Cards and to review the credit limits on each card.
End Of Year Expenditure
The University has, in previous years, experienced an increase in spend towards the end of year. In the current circumstances it is recommended that only spend that is absolutely necessary occurs.
Travel Update
As a result of Covid-19 travel restrictions, please do not book any travel for the future at this time unless the travel is directly related to successful recruitment of students. Travel restrictions will be lifted under government advice when this is appropriate. Travel budgets will be reduced as a result of this government advice. Where travel is necessary, and funded through external research grants, this is permitted as long as it is safe and in line with Government advice.
Covid-19
Following closure of the campus, Procurement have written to a number of suppliers suspending services as not required for the duration of the social distancing period and campus closure. If any supplier insists on being paid whilst not providing services, refer all correspondence to the Procurement Team.
We understand that these are challenging times for all of us, and are even more challenging with the Covid-19 pandemic. We must all adapt to the current circumstances to be successful. If there are any queries about the above, please contact Finance and / or the Procurement Team.