Purchasing

Computer Equipment

General Use Computers

Most Staff, Visitors and Research Students at CSE will be given a desktop computer or laptop to use at CSE.  This computer is purchased from UNSW preferred suppliers (no tender process) and remains the property of CSE.  The procedure for getting this computer is explained in the "Computers Provided by CSE" Policy.

Special Research Computers

Examples of special research equipment would be servers, cluster computers, robots, etc.  This would be paid for by research grants and involve a tender process.

If the researcher is buying a server or destop computer they should consult SS@cse about what equipment to choose.  If the equipment needs to be kept in the server room then CSG must be informed before the purchase is made.

Telephone Services

Procedure Purchasing Phone and Mobile Data Services - UNSW Staff Only available facility.

Only UNSW Staff members  are allowed to make requests to purchase a phone utilising the UNSW services (Optus).

The following forms needs to completed:

    ** In this case, the requester also needs to complete the Change of Owner form as well.

When all documents are completed and signed, proceed to FIPRAS Unit for processing.   
If not signed and completed correctly, the form will be return to requestor for completion, however we are happy  assist them if you are unsure.

Project and Charging Details

You will need to check the project details:

•    Academics – Non-Operating Funds, approving officer Kathy Mitris
•    CSG – CSG Funds, approving body Rob Doran
•    General Staff – Operating Funds, Approving officer Kathy Mitris


Non-ICT Purchases

Goods or services are requested from a supplier and quotation or invoice for order or payment is obtained and provided to FIPRAS for processing attached to the Request for Purchase Form (pdf)

General Information on all Purchases

  • All external purchasing methods must comply with quotation and tender requirements.
  • Supplier's OH& S policies and standards need to comply with University standards (particularly in the supply of dangerous goods or maintenance services).
  • The University's solicitor shall be requested to review complex supply contracts.
  • The custody and management of contracts is the responsibility of budget units.
The following procedures apply to purchasing based on total order value monetary thresholds:
  • Values Up to $2,000 (ex GST) - No specific quote requirements. The principle of best value for money shall apply. Verbal and/or written quotes may be obtained if desired.
  • Values Between $2,001 and $10,000 (ex GST) - A minimum of three verbal or written quotations must be obtained, and noted or attached to relevant documentation.
  • Values $10,001 to $100,000 - A minimum of three written representative quotations to be obtained. This requirement is not mandatory for eProcurement purchase orders but it is strongly recommended.
  • Values over $100,000 - Tenders are to be invited.

Safe Purchasing Procedures

When purchasing any plant or equipment that may pose an OHS risk, it is necessary to complete a pre and post 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.

Please ensure that these forms are completed when purchasing hazardous goods.

Note that:  "the Safe Purchasing Procedure allows purchases of the following non-hazardous items without the need to complete this checklist for each purchase: stationery, office supplies, books, journals, travel, conference and other membership fees, accommodation, computer software and minor hardware items"

Purchasing - Supplier OHS Declaration

Purchasing - Pre/Post Checklist

This form needs to be completed and attached to the existing Request for Purchase Form (pdf).