Undergraduates are generally not permitted to use the Engineering Department’s Requisition System (EDRS), but may occasionally need to make purchases, for example, for student-led projects. On such occasions it is important that they seek guidance from their supervisor or an administrator to understand the basic rules.
It is important that students do not go ahead and make purchases assuming that they can reclaim the cost via the Expenses system, as this may not always be possible.
Students should note the following guidelines when purchasing goods for student-led projects:
- The Engineering Department’s Requisition System (EDRS) should always be used as the preferred method of purchasing goods and services;
- Undergraduates generally cannot access the system themselves, but should seek the assistance of their supervisor or administrator;
- Use of expense claim forms should, in general, not be used for anything other than travel and subsistence, when personal or Department credit cards may be used as payment and subsequently reclaimed;
- The exceptional circumstances under which students are permitted to buy goods and reclaim on expenses are:
- if a student is working offsite and needs to buy goods immediately that are necessary for the execution of the project and these goods costs less than GBP100;
- if a student cannot find the item being sought from any other suppliers listed on the online system, the purchase is not likely to be repeated more than once per year and the item costs less than GBP100;
- if the Purchasing Office has granted permission in writing (email will suffice) in response to a well-justified requested.
If you have any queries about the above, please ask your supervisor, divisional administrator or any of the Purchasing team.