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Request a new supplier

Updated on: 5 August 2025

New supplier requests needs to be submitted by an Oracle Fusion buyer.

Before you start

For process guidance and to request payments for the following, please contact Finance: Accounts Payable at apteam@st-andrews.ac.uk.

  1. Honorariums or stipends
  2. Community Fund payments
  3. Sunday service collections
  4. Donations
  5. Byre Theatre Box Office sales.

Engaging with high-risk third countries

The University is unable to process any requests from high-risk countries listed in . 

Corporate card purchases (supplier not on Oracle Fusion)

If the requirement is a one-off transaction under £1,000, it should be purchased by a Corporate Credit Cardholder within your School/Unit.

See Corporate Credit Card Conditions of Use Policy for further information.

Health and safety awareness

Does the requirement involve safety services, drone legislation, purchase and movement of chemicals, or purchase of occupational health goods? If so, please engage with Environmental Health and Safety Services (EHSS) team for guidance at ehss@st-andrews.ac.uk.

Stakeholder checks

Your requirement may require stakeholder approval as detailed below. If so, this should be uploaded in the relevant section of the Part 1 form (MS Word or PDF format).

Branded goods (including web design)

Does the purchase include use of the University brand name or logo?

Catering

Is delivered catering required on University premises? If Accommodation, Conferences and Events are unable to facilitate, upload their authorisation to progress.

IR35 off-payroll working rules - check employment status for tax (CEST) tool requirement for services

Does your requirement involve a service being provided to the University by one of the following business types?

  • Sole Trader – a self-employed individual (engaged directly, or through an agency)
  • Partnership – two or more self-employed individuals running a business together
  • Personal Services Company (PSC) – a Limited Company with a sole director who provides the service

If so, refer to the guidance below and complete a check employment status for tax (CEST) tool if applicable.

Direct Awards of goods and services

If the requirement is for a Direct Award has the Director of Procurement been consulted?

Estates

Does the requirement involve small works to University premises or grounds?

Furniture

Does the furniture need to be new? Check with the Estates Recycling team for goods that can be reused.

GDPR

Will any personal data which the University is responsible for be shared with a supplier, so they can provide services to the University?

ICT equipment (including software and hardware)

To protect the University network, avoid unnecessary duplication and minimise the risk of incompatibilities. Contact IT Services before any purchases.

Legal services

Do you need external legal service advice for your purchase?

Buyers must engage with the relevant Professional Service Units listed above and must not progress with the completion of the Part 1 Form until evidence of sign-off can be included via the "Upload" function. 

Next steps 

Incomplete requests or requests submitted by a non-named buyer will be declined. 

  • Buyer: complete Part 1 Form - answer the questions that follow and upload relevant stakeholder approval/s.
  • Procurement: review Part 1 Form request, approve or reject.
  • Procurement: if Part 1 Form is approved, send Part 2 Form to supplier for completion. 
  • Procurement: receive Part 2 Form and supporting documents from supplier. Review and complete governance audit checks. 
  • Procurement: liaise with Finance Tax and Treasury Team where required.
  • Procurement: finalise setup and advise buyer that supplier is 'spend approved'. 

Procurement aim to review the Part 1 Form and issue the Part 2 Form to the supplier if applicable, within five business days (excluding weekends).

We cannot progress your request until the supplier has responded with all the information requested.

Buyers must not raise orders verbally or in any other format until the supplier has been spend approved.   

Any queries on supplier setup should be directed to: newsuppliers@st-andrews.ac.uk 

Part 1 Form

After following the advice above, complete:

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