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If you buy goods or services on behalf of UNSW, check out our updated Procurement Policy and Procedure and refer to the Handy Tools section below.

We are currently working on new webpages to simplify suppliers search and access to key information,

Any questions? Please contact us


Procurement handy tools
  1. Procurement Policy
  2. Procurement Procedure
  3. Procurement Guidelines
  4. How do I buy? - Buying reference guide
  5. What has changed? - Summary of key changes between the old and the new Procurement Policy
  6. Procurement Decision tool - Use this tool to confirm procurement steps for your procurement activity
  7. Training presentation
Role of Procurement

The University is always accountable for how it spends public funds.

When making any purchase decisions, the following principles are to be adhered to:

  • Value for money: quality of goods and services vs whole-of-life costs
  • Probity and Equity: transparency, fairness, integrity, ethics
  • Risk management: commercial & legal risks are assessed and managed
  • Fit for purpose: outcomes satisfy requirements
  • Responsible procurement: social, sustainable and ethical sourcing
  • Recordkeeping: accurate records of processes
Other essential things staff need to know about buying
  • As we transition to the new Procurement Policy, keep in mind the following suppliers terminology change:
    • Preferred supplier = UNSW supplier
    • Panel supplier = UNSW panel supplier
    • Approved supplier = Not classified anymore (i.e.: standard procurement thresholds must be followed when purchasing from those suppliers)
  • Clearly define what you are looking for, and when requesting quotes make sure all suppliers have access to the same information.
  • When deciding what to purchase, always consider:
  • Splitting the purchase of goods and/or services to get around thresholds is not allowed. For example, the number of quotes required for the spend level, or the required staff seniority level for sign off. 
  • Any purchase worth $150,000 incl.GST or more needs to be made available publicly - this is a NSW Government requirement under the GIPA Act.
  • When engaging with suppliers and any procurement process - receiving gifts, benefits or extensive hospitality is not allowed. See the Gifts and Benefits Procedure for more details.
  • If the goods and/or services need to be paid in a foreign currency email Procurement.
  • It is standard UNSW policy to pay suppliers after the goods and/or services have been received and within 30 days from end of the month following the receipt of invoice and acceptance of goods and services
When should I contact Strategic Procurement?
  • If the value of the good and/or service is over $350K  excl. GST and there is no UNSW supplier or UNSW panel supplier in place*
  • If the value of the good and/or service is over $1M  excl. GST when there is a UNSW panel supplier in place ( or $>10M excl. GST for building contractors and major consturction panel)
  • If the purchase is potentially high risk 
  • If there are any potential Workplace Health and Safety concerns with the purchase. For example when purchasing 
    • plant and equipment - see the HS633a checklist via the UNSW Health and Safety website
    • hazardous materials - see the HS633b checklist via the UNSW Health and Safety website

*It is a legal requirement for the University to record and make publicly available all processes and documents relating to any expenditure over $150k.

Who can help me to raise a Purchase Order to a supplier?

All Divisions and Faculties have a Finance Service Team dedicated to their area to provide support.

Please check this page for accessing their details.

Finance Service Team members:

  • understand the University’s procurement and purchase order procedures and guidelines
  • raise purchase requests and purchase order/s in NS Financials and ensures the supplier receives the purchase order
  • may be able to give advice on purchases
  • know who the appropriate financial delegate to approve the purchase is – Register of Delegations
  • confirms the satisfactory delivery of goods and/or services; and
  • ensures appropriate record keeping is adhered to in TRIM.

Once the goods and/or service has been received, Accounts Payable arranges payment within 30 days of receiving the invoice. 

Goods can be delivered to a range of locations across the university.

Buying Forms and Procurement Templates

Buying Forms
PRP1 - Purchase Requisition Form (under $10,000)

Purchase requisition Form (under $10,000)

PRP2 - Purchase Requisition form (over $10,000)

Purchase Requisition Form (over $10,000)

PDCF - Purchasing Defaults Change Form

Purchasing Defaults Change Request Form

DCST - Add or Amend an Existing Ship to Location Form

Add or Amend an Existing Ship to Location Form

CDIF - Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form

Purchasing Training

Purchasing Guidance Booklet

(Things you should know about if you use Mozilla Firefox or Google Chrome).


Need help?

For detailed information about procurement go to the  Procurement Policy and Procedure