Procurement Threshold and Authorisation Schedule

Schedule overview

1 Purpose

To establish the University's Procurement thresholds and Purchasing authorisations.

2 Scope

This schedule must be read in conjunction with the Financial Management and Practice Manual (FMPM) and is subordinate to the Procurement Procedure.

3 Schedule

3.1 Procurement thresholds

The University has established four Procurement threshold levels and supporting documentation for the Procurement of its Goods and/or Services and projects. Refer Table 1.

Table 1: Procurement threshold levels and supporting documentation

Threshold Note: all amounts are GST Exclusive

No. of Quotes / Process

Authorisation to obtain Quotes

Authorisation to commit USQ funds

Minimum Purchasing Authorisation Level (Refer Table 2)

Significant Procurement Plan

Formal Risk Assessment

0 - $10,000

Staff are to ascertain best value and obtain at least one quotation where practicable

Any USQ Staff member that has completed Annual online USQ Procurement Training

Employee Authorised to Purchase

Level PA.1

Not Required

A formal risk assessment is not required but is recommended the staff member undertakes an informed assessment i.e., Notional

$10,000 - <$100,000

Seek at least two written quotations

Any USQ Staff member that has completed Annual online USQ Procurement Training

Employee Authorised to Purchase

Level PA.2

Not Required

A formal risk assessment is not required but is recommended the staff member undertakes an informed assessment i.e., Notional

$100,000 - $500,000

Seek at least three written quotes based on formal invitation to offer documents

Publicly advertise >$250K (mandatory)

Employee Authorised to Purchase

Employee Authorised to Purchase

Level PA.3

Determine if a Significant Procurement Plan may be required for purchases >$250,000 or <$250,000 that are identified as high risk and complete as necessary

Perform formal risk assessment to determine application of QA (mandatory)

>$500,000

Seek at least three written quotes based on formal invitation to offer documents - publicly advertised and Tender Review Committee overview

Employee Authorised to Purchase

Employee Authorised to Purchase

Level PA.3

Yes

Perform formal risk assessment to determine application of QA (mandatory)

3.2 Purchasing authorisations

The University has established three levels of Purchasing authorisations as provided in Table 2. Note: Corporate Credit Card limits are documented at the upper limit and not all card holders will have this transaction limit without the prior approval from the CFO.

Table 2: Purchasing authorisations - PA

Level

Authorisation Value

Qualifications Required

Level PA.1

Up to $10,000 (includes GST) - USQ Purchasing cards only

Annual online USQ Procurement Training

Level PA.2

Up to $20,000 (Inc. GST) - USQ Purchasing cards. Transactions >$10,000 (Inc. GST) require CFO approval

Up to $100,000 (excluding GST) - PeopleSoft purchase orders

From Approved SOAs - No transaction limit applies

Annual online USQ Procurement Training

Queensland Government Procurement Certification Program:

Level 1 - Procurement Fundamentals (available online)

Level PA.3 (Generally reserved for USQ Senior Procurement Officers)

Up to $20,000 (includes GST) - USQ Purchasing cards. Transactions >$10,000 (Inc. GST) require CFO approval

Over $100,000 (excluding GST) - PeopleSoft purchase orders.

From Approved SOAs - No transaction limit applies

Annual online USQ Procurement Training

Queensland Government Procurement Certification Program:

Level 1 - Procurement Fundamentals (available online)

Level 2 - Intermediate Procurement

Level 3 - Diploma of Procurement & Contracting

4 References

Nil.

5 Schedule Information

Accountable Officer

Chief Financial Officer

Responsible Officer

Manager (Procurement)

Policy Type

University Procedure

Policy Suite

Procurement Policy

Approved Date

23/7/2021

Effective Date

23/7/2021

Review Date

28/9/2023

Relevant Legislation

Queensland Procurement Policy 2021

Related Policies

Related Procedures

Procurement Procedure

Related forms, publications and websites

Corporate card payment form

Financial Management and Practice Manual (FMPM)

Invitation to quote to $100,000

Procurement Guidance

Procurement risk assessment matrix

Professional Services Flowchart

Queensland Government Office of the Chief Advisor - Procurement

Significant Procurement Plan - longform

Significant Procurement Plan - shortform

Statement by Supplier form

Definitions

Terms defined in the Definitions Dictionary

Chief Financial Officer (CFO)

The position nominated by the Vice-Chancellor to fulfil the responsibilities under the Financial Accountability Act 2009 and in accordance with the Queensland Financial Accountability Handbook, Information Sheet 2.5 - Chief Financial Officer....moreThe position nominated by the Vice-Chancellor to fulfil the responsibilities under the Financial Accountability Act 2009 and in accordance with the Queensland Financial Accountability Handbook, Information Sheet 2.5 - Chief Financial Officer.

Corporate Credit Card(s)

Is a University issued credit card. All University credit cards are issued in accordance with the Corporate Credit Card Policy and Corporate Credit Card Procedure....moreIs a University issued credit card. All University credit cards are issued in accordance with the Corporate Credit Card Policy and Corporate Credit Card Procedure.

Employee Authorised to Purchase

A University Employee that has been approved by the Chief Financial Officer to conduct Purchasing activities as part of their role and who has completed the applicable training....moreA University Employee that has been approved by the Chief Financial Officer to conduct Purchasing activities as part of their role and who has completed the applicable training.

Goods and/or Services

Goods and/or Services can be either produced by the University for which fees can be charged, or acquired by the University. Goods and/or Services produced are tangible and/or intangible products which are the outcome of human effort and/or knowledge that the University is either obliged to charge or has a right to charge a third party for the provision of these products. Goods and/or Se...moreGoods and/or Services can be either produced by the University for which fees can be charged, or acquired by the University. Goods and/or Services produced are tangible and/or intangible products which are the outcome of human effort and/or knowledge that the University is either obliged to charge or has a right to charge a third party for the provision of these products. Goods and/or Services acquired are tangible and/or intangible products which are the outcome of human efforts and/or knowledge acquired to meet University needs. Goods and/or Services can be in the form of physical goods or intangible services.

Procurement

The entire process by which all classes of materials, facilities and services are obtained by the University. This can include the functions of planning, design, establishing standards, evaluating risk, writing specifications, selecting Suppliers, developing contracts and method of payment and subsequent disposal....moreThe entire process by which all classes of materials, facilities and services are obtained by the University. This can include the functions of planning, design, establishing standards, evaluating risk, writing specifications, selecting Suppliers, developing contracts and method of payment and subsequent disposal.

Purchasing

The method for acquiring the Goods and/or Services required. This can include credit cards, purchase orders and/or leasing arrangements....moreThe method for acquiring the Goods and/or Services required. This can include credit cards, purchase orders and/or leasing arrangements.

Standing Offer Arrangement (SOA)

A Standing Offer Arrangement (SOA) is usually set up to obtain frequently used products or services. SOAs set out the terms and conditions, including price, under which a business agrees to supply an undefined volume of Goods and/or Services for a defined period....moreA Standing Offer Arrangement (SOA) is usually set up to obtain frequently used products or services. SOAs set out the terms and conditions, including price, under which a business agrees to supply an undefined volume of Goods and/or Services for a defined period.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

Definitions that relate to this schedule only

Significant Procurement Plan (SPP)

An internal plan used to document the Procurement requirements and controls for high-risk purchases, and/or purchases greater than $250,000.

Tender

A formal offer process for purchases greater than $500,000 which includes review by the University's Tender Review Committee.

Keywords

Consultants, Contractors, Credit Card, Corporate Credit Card, Expenditure, QITC, Goods, Goods and Services, Professional Services, Purchase, Purchase Order, Purchasing, Services, Significant, SPP, Supplier

Record No

17/623PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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