In exceptional circumstances, you may request permission to deviate from normal purchasing regulations and procedures. To do so, you must obtain dispensation approval by completing the Department’s online dispensation form.
Appropriate reasons for seeking dispensation
The following are examples where dispensation (or sole sourcing) is considered appropriate:
- Issues of technical compatibility or an upgrade to existing equipment, or repairs/servicing of equipment.
- The proposed contract can only be performed by one particular contractor for technical/ artistic reasons or to protect its exclusive rights.
- The market was previously approached for substantially the same item (and terms) and no suitable alternatives were found.
- The goods/services to be supplied constitute an extension of an existing contract – where change of supplier would cause disproportionate technical difficulties, diseconomies, or significant disruption.
- There is a one-off unique opportunity which offers significant value.
- Extreme urgency which was unforeseeable; and
- Where research and/or collaboration agreements name specific supplier entities in the grant award.
- For supply contracts only, where goods for a very short time are available at a very good price, considerably lower than normal market prices.
To see the Advance payment regulations, please click here.
Purchases exempt from requiring dispensation
The following have been approved by the University’s Director of Finance as exempt from needing a dispensation request:
- Attendance at specialist training courses where there is only one provider.
- Subscriptions/membership of professional organisations.
- Attendance at conferences organised by third parties.
- Exhibition stands at events.
- Subscriptions to journals.
- Purchase of heritage assets.
Considerations before requesting dispensation
Has the supplier already supplied your goods or service?
If you have already received the goods or service, then dispensation cannot be given, and the transaction will be recorded as a breach of Financial Regulations.