Smarter Purchasing User Guide Use of Purchase Cards www.le.ac.uk/smarter‐purchasing
UNIVERSITY OF LEICESTER 2 Contents 1. Purpose ...................................................................................................................................................... 3 2. Cards and Limits ......................................................................................................................................... 3 3. What can the P Cards be used for? ............................................................................................................ 3 4. How can I request a P Card purchase to be made? ................................................................................... 4 5. Need some help? ........................................................................................................................................ 4 Appendix 1: Product types that require a safety approval ................................................................................ 5 3 UNIVERSITY OF LEICESTER 1. Purpose As part of the Smarter Purchasing Pilot we have reviewed how our use of Purchase Cards (“P Cards”) can assist making the buying process as efficient as possible. This document should be read in conjunction with the detailed guidance on the procedures to follow when using a purchase card (see link below) however where this guidance and the procedures differ the rules detailed in this guide will take precedence. The detailed rules on P Cards can be found at http://www2.le.ac.uk/offices/purchasing 2. Cards and Limits The departments in the Smarter Purchasing Pilot have the following purchase cards and limits. Department Number of Held by Department Cards Reviewed by
ITS 3 Liz Bailey
Vipin Ahlawat III 2 CPP 2 Biochemistry 2 Chemistry 1 Wendy Ferguson
Avril Vilcins Julie Wetherall Sushila Rambhai
Judith Jackson Jane Yardley Lyn McCarthy
Amanda Fisher Barbara Birch
Jeff Morant Sara Mounteney
Card single transaction limited (inc VAT) £3,000 Card monthly transaction limited (inc VAT) £30,000
Rebecca Draper
£3,000 £30,000
Karen Monger
£3,000 £30,000
Jeff Morant Barbara Birch Phil Acton
£3,000 £30,000
£3,000 £30,000
3. What can the P Cards be used for? Detailed guidance can be found at http://www2.le.ac.uk/offices/purchasing however in relation to Smarter Purchasing the P Cards can be used as follows: 
No products that can be bought using the Smarter Purchasing online catalogue can be bought with a P Card. 
P Cards may be used for travel and accommodation where the price is cheaper than booking via Coop Travel. 
P Cards cannot be used to buy IT equipment, fixture/fittings/ furniture etc. which would still need to be purchased via ITS and Estates. 
The P Card cannot be removed from the University therefore it can only be used to make purchases via the internet or telephone. UNIVERSITY OF LEICESTER 4 
Where funding for a purchase is coming from a grant, P Cards should not be used in the last three months of the grant as commitments do not appear on our system and this may lead to the purchase being disallowed by the funder. 
Finally, products which require a lab safety supervisor review prior to purchasing can be bought on a P Card however you must email the COSHH/ Safety approval form to your Departmental Purchasing Expert email address along with the P Card authorisation request. Products where a safety approval is required in general covers chemicals, gases, drugs, etc and a full list is given in Appendix A. However, as all of these products should be available from our online catalogue there should be no need to purchase these via a purchase card. 4. How can I request a P Card purchase to be made? There is a standard form which is available on the Smarter Purchasing website and via your Department Purchasing Expert which needs to be completed. You will need to include details of the product, the supplier, the website address where the items can be bought, price and the cost code where the item should be charged. You should then email your request to the email address below for your department. They will confirm whether the order has been placed and if it has not been the reasons why (for example – “you can buy it off our Catalogue”). Department ITS III CPP Biochemistry Chemistry Email contact
[email protected]
[email protected]
[email protected] [email protected] [email protected] 5. Need some help? When you come to use the system, there are many resources to help you. www.le.ac.uk/smarter‐purchasing Your Smarter Purchasing Departmental team
The Smarter Purchasing Website has copies of all training documentation, system demos and answers to frequently asked questions. There are key people in departments that can help you if you are stuck. They are: ‐ ITS: Wendy Ferguson, Avril Vilcins & Julie Wetherall ‐ CPP: Amanda Fisher, Lyn McCarthy, Mathew Barker & Karen Monger ‐ Biochemistry: Barbara Birch, Jeff Morant & Kodou Sallah
‐ Chemistry: Sara Mounteney, Chris Goddard & Phil Acton ‐ III: Sushila Rambhai, Judith Jackson & Rebecca Draper UNIVERSITY OF LEICESTER 5 Appendix 1: Product types that require a safety approval Prod Code Description 10170000
10191500
11100000
12131500
12141500
12142109
12160000
12171500
12181500
12191500
12201500
12352200
Fertilizers & plant nutrients & herbicides
Pesticides or pest repellents
Minerals & ores & metals
Chemicals/Gases - Explosive materials
Chemicals/Gases - Elements & gases
Chemicals/Gases - Dry Ice
Chemicals/Gases – Additives
Chemicals/Gases – Colorants
Chemicals/Gases - Waxes & oils
Chemicals/Gases – Solvents
Chemicals/Gases - Chemical intermediates & fixatives
Lab - Compounds & mixtures – Other
12352202
12352203
12352204
12352200
12352206
12352207
12352208
13111000
41102700
41105300
41105500
41105600
41105700
41105800
41105900
41106000
41106100
41106200
Lab – Proteins
Lab – Antibodies
Lab – Enzymes
Lab – Nutrients
Lab – Tissues
Lab - Cultures & fluids
Lab - Nucleic acids
Lab - Resins & rosins & other resin derived materials
Lab equip - Crystallography equipment
Lab equip - Laboratory electrophoresis & blotting system & supplies
Lab equip - Nucleic acid extraction & purification & quantitation kits & components
Lab equip - Deoxyribonucleic acid DNA sequencing products
Lab equip - Gene arrays
Lab equip - In vitro transcription & translation products
Lab equip - Libraries & related materials
Lab equip - Nucleic acid labeling & detection systems
Lab equip - Deoxyribonucleic acid DNA analysis kits
Lab equip - Microorganism propagation & transformation media & kits & equipment
Lab equip - Polymerase chain reaction PCR & reverse transcriptase polymerase chain reaction RT PCR
products
Lab equip - Primers & linkers & adaptors
Lab equip - Protein expression products
Lab equip – Vectors
Lab testing equip - Soil testing kits
Lab testing equip - Clinical & diagnostic analyzers & accessories & supplies
Lab testing equip - Manual test kits & quality controls & calibrators & standards
Medical equip & supplies - Cold sterilization & disinfectant solutions
Medical equip & supplies - Sterilization biological kits
41106300
41106400
41106500
41106600
41113910
41115800
41116100
42281600
42281803
UNIVERSITY OF LEICESTER 45141501
47131800
51100000
51110000
51120000
51130000
51140000
51150000
51160000
51170000
51180000
51190000
51200000
51210000
51220000
51240000
51250000
6 Print/Photo/AV equip - Developer solution
Cleaning equip & suppls - Cleaning & disinfecting solutions
Drugs - Anti infective drugs
Drugs - Antineoplastic agents
Drugs - Cardiovascular drugs
Drugs - Hematolic drugs
Drugs - Central nervous system drugs
Drugs - Autonomic nervous system drugs
Drugs - Drugs affecting the respiratory tract
Drugs - Drugs affecting the gastrointestinal system
Drugs - Hormones & hormone antagonists
Drugs - Agents affecting water & electrolytes
Drugs - Immunomodulating drugs
Drugs - Miscellaneous drug categories
Drugs - Antihaemorrhagics
Drugs - Drugs affecting Naso auropharyngeal system
Drugs - Veterinary nutritional supplement