It is not possible to raise a requisition or place an order with a supplier unless the supplier is registered on the University’s supplier database. You can check whether a supplier is already on the system through EDRS by creating a requisition for the required goods or services. If the supplier is not listed in the database, you will need to submit a request to the Purchasing Team for them to be added.
The team require the following information:
- A formal quotation on company letterhead, addressed to the University of Cambridge, clearly showing the supplier’s contact details and payment terms.
- The registered name of the company or charity, along with its registration number.
- The supplier’s VAT registration number, where applicable.
- The company website address.
- A signed Modern Slavery Supplier Compliance Statement.
- A completed BACS form for UK-based companies, or an International Payment Order (IPO) form for international suppliers.
- A completed Conflict of Interest form, where applicable.
Important points that must be considered
If the request to add a new supplier relates to services provided by Company, institution, charity, accommodation provider, sole trader, or individual, additional information will be required for tax clearance. Please contact the Purchasing Team for guidance at purchase-enquiries@eng.cam.ac.uk.
If the supplier is being appointed following a tendering exercise, the relevant Tender Reference Number must be provided.
If the supplier is being appointed without a competitive process, a dispensation request must be approved before the supplier can be set up on the system and before an official purchase order can be issued.
If the supplier does not accept the University’s standard terms and conditions or requires payment in advance, further advice must be sought from the Purchasing Team.
Where the value of the purchase is modest and the supplier is being used on a one-off basis, payment by University credit card should be considered. Please contact the Purchasing Team for further advice if required.