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Buying

To buy goods and/or services for your division, faculty or department, there are processes to follow which vary, depending on what you require and the total value of the goods and/or services being sought.     

The university has three types of supplier categories:

Preferred Suppliers are suppliers with which UNSW has entered into an agreement for the supply of goods or services across UNSW following an approved procurement process and/or Strategic Procurement has endorsed that supplier.  If you choose to work with a Preferred Supplier you don't have to seek multiple quotes according to the purchase value.  Only a Purchase Order must be raised in NS Financials against the contract number

Panel Suppliers are suppliers that have been qualified to supply specific goods and/or services to UNSW and Strategic Procurement has entered into a contract with these suppliers.  Staff may buy goods and/or services from these suppliers by following the approved process and thresholds (e.g. for a purchase >$30K and <$250K (inc GST) three written quotes must be obtained).

Approved Suppliers are suppliers that UNSW has previously transacted with and Strategic Procurement is aware of. Staff may buy goods and/or services from these suppliers by following the approved process and thresholds (e.g. for a purchase >$30K and <$250K (inc GST) 3 written quotes must be obtained).

Note that a supplier can be preferred for a specific category of goods/services and only approved for another one (or not even approved for some categories).  This can happen when a supplier spans a broad range of goods/services. 


It is important to remember the University has preferred suppliers where cost effective prices have already been negotiated. Use these as a priority to save you time and money.


Visit the Latest buying news to keep up to date with coming changes.

For more information please contact Finance Helpdesk on financehelp@unsw.edu.au or call extension 53330.

Forms required for buying purposes can be found here:

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

RFQF - Request for Quote Form

Request for Quotation Form

CDIF - Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form

TOF - Tender Opening Form

Tender Opening Form

Purchasing Training

FIN-104 Purchasing Training for new staff is available online.

To register for the Purchasing module go to myUNSW and search under the course code FIN. 

Approval is not required for Finance online training. 

Once you register for training the module will be available to you in Moodle the following day. 

To do the training go to myUNSW and click on the Moodle icon to the top right of the page to log into Moodle. 

You will find the training module in your Moodle Dashboard. 

If you have any questions about registering for online training please contact Finance Training Information fti@unsw.edu.au

How to register for online training.

Procurement templates
Approval Request

Approval Request

Evaluation Criteria and Weightings

Evaluation Criteria and Weightings

Evaluation Scorecard

Evaluation Scorecard

Initial Data Package

Initial Data Package

Insurance level assessment

Insurance Level Assessment

Market Analysis Factsheet

Market Analysis Factsheet

Opportunity and Strategy Outline

Opportunity and Strategy Outline

Procurement Project Recommendation

Procurement Project Recommendation

Project Team Membership and Declaration

Project Team Membership

Declaration of Interest

Purchase Order Terms and Conditions

Purchase Order Terms and Conditions

Projects Site Services and Installation sign-off Checklist

Projects Site Services and Installation Sign-off Checklist

Successful Letter

Successful Letter

Tender Exemption

Tender Exemption

Unsuccessful Letter

Unsuccessful Letter