RSPhys Purchasing & Store

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Contact

RSPhys Purchasing & Store team

purchasing.physics@anu.edu.au

Phone: 612 52410/51379/55610/52415

Location

Ground Floor, Room C3.14, Cockcroft Building #58

Delivery address

Research School of Physics
Physics Store
Building 58 west end of Garran Road,
Australian National University,
Canberra ACT 2601

Opening hours

Monday to Friday

8:30am -12:30pm & 1:30pm - 4:30pm.

Invoicing address

Research School of Physics
Accounts Payable Shared Services
Chancellery Building 10C
The Australian National University
Canberra ACT 2600
Invoice.workflow@anu.edu.au

Relevant Links

Purchasing Procedure

UPDATE December 2020: The University Expenditure Control Framework (ECF):

The ECF is designed to help the University weather the current financial downturn due to COVID and other financial issues. The ECF principles will continue for 2021.

In general, the University has advised that:

  • The ECF takes into consideration all ledgers (R,S,Q,D,E)
  • Austerity measures will continue for the entirety of 2021
  • For the remainder of 2020 until the end of 2021 expenditure on R and discretionary Q should be limited.
  • Contracted S and Q are unaffected for 2021 within reason.
  • Inappropriate or discretionary spending across all ledgers (S,Q,R) should be avoided and reconsidered (entertainment, catering, etc).
  • To meet ECF and 2020/21 budget targets School expenditure needs to be reduced by as much as 10% of the combined total of all ledgers.

In managing the School’s response to the ECF, the following measures are being implemented, effective immediately and for the duration of 2020 and 2021 at a minimum:

  • Inappropriate or discretionary spending should be reconsidered (entertainment, catering, etc).
  • Expenses that are claimable through personal tax returns should not be funded through ANU sources (eg, professional memberships, education expenses, subscriptions).
  • Higher level of scrutiny and approval required for expenditure in all ledgers
  • All expenditure to be delayed where possible (review want vs need, criticality, business continuity) and must have pre-approval
  • Where expenditure is required and cannot be deferred it should be on the S or Q ledgers
  • R ledger funds are to be frozen as a general rule
  • Recruitment is to be halted on the R ledger
  • Contractual funds will be able to expend based on their contractual obligations.
  • ANU Purchase Card use to be restricted. Only approved purchasers will have a Purchase Card with reduced credit limit.
  • Travel is restricted for 2020/21. Any exceptions need to be approved by the Director, under guidance from the DVC(RI).

Please be mindful that Admin staff are obliged to monitor the implementation of the ECF and communications should remain respectful and polite. We will endeavour to work constructively to provide the best outcomes possible under the current circumstances.

Purpose

Guidelines for Research School of Physics procurement activities in compliance with ANU Procurement, Expenditure and Delegation Policies.

Procedure

  1. All RSPhys procurement activities must go through the RSPhys Purchasing & Store team, or an approved purchasers. Staff/students are required to raise purchase requisition through the requisition system, and provide supporting documents as required under the different procurement thresholds as detailed below. If access to the requisition system is required, please complete the form and send it to purchasing.physics@anu.edu.au.
  2. Two (or more) quotes are not required under the procurement threshold below if purchases are made from the University’s Preferred Suppliers or Mandated Arrangements

Required supporting documents

Important: Procurement must not be divided or split into separate parts to avoid a procurement threshold

1. Total purchase valued less than $5,000

2. Total purchase valued between $5000 - $50,000

3. Total purchase valued between $50,000 - $250,000

3. Total purchase valued above $250,000

  • Purchase valued above $250,000 is a major procurement, and require a tendering process. However an authorized delegate may approve an exemption from this tendering process.
  • You must consult the RSPhys Purchasing & Store team with all purchases over $250,000 before any action is taken, so they may provide further guidance.

Approval:

All department purchases/expenditures must be approved by the Head of Department (HoD). HoD’s expenditure must be approved by the School Manager or Director. In addition, under the current Expenditure Control Framework, the below approval is required. However if purchased through the RSPhys Purchasing & Store team/or through an approved purchasing persons they will seek approval accordingly.

  • Expenditure on R-Ledger: R ledger funds are frozen as a general rule. If the R ledger must be used, justification is required and must be approved by the School Manager/Director.
  • Expenditure on S/Q Ledger: any expenditure over $3,000 requires justification and approval from the School Manager/Director.

List of approved purchasers:

  • RSPhys Purchasing & Store team.
  • School Administrators (including Centre Administrators)
  • Functional Managers (SCU, EU, WS)

Updated:  7 January 2021/ Responsible Officer:  Director, RSPhys/ Page Contact:  Physics Webmaster