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 below.

Table 1: Procurement threshold levels and supporting documentation

Threshold Note: all amounts are GST Exclusive

No. of Quotes / Process

Authorisation to obtain Quotes

Significant Procurement Plan

Formal Risk Assessment

0 - $10,000

Ascertain best value and obtain at least one quotation where practicable

Only Employees Authorised to Purchase with training to appropriate level

Not Required

Not required, but notional assessment (low/medium/high) recommended.

$10,000 - <$100,000

Seek at least two written quotations

Employees Authorised to Purchase with training to appropriate level

Not Required

Not required, but notional assessment (low/medium/high) recommended.

$100,000 - $500,000

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

Publicly advertise >$250K (mandatory)

Employees Authorised to Purchase with training to appropriate level

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.

Required

>$500,000

Seek at least three written quotes based on formal invitation to offer documents - publicly advertised and Tender Review Committee overview. Senior Procurement Staff to ensure all Tenders are placed via QTenders (Electronic Tender box)

Employees Authorised to Purchase with training to appropriate level

Yes

Required

3.2 Purchasing authorisations

The University has established seven levels of Purchasing authorisation as provided in Table 2 below.

Table 2: Purchasing authorisations - PA

Level

Authorisation Value

Qualifications Required

Level P-A.1

Up to $5,000 (includes GST) - USQ Purchasing cards only

Credit card training provided internally by Financial Services (Procurement) Team

Level A 1 Training Course

Level P-A.2

Up to $5,000 (includes GST) - USQ Purchasing cards

Up to $5,000 (excluding GST) - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement)

Level A 2 Training Course

Level P-B.1

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

Up to $15,000 (excluding GST) - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement) Team

Procurement Transformation Division training course: Procurement Fundamentals

Level P-B.2

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

Up to $15,000 (excluding GST) and $15,000 + for approved low risk SOAs - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement) Team

Procurement Transformation Division training course: Procurement Fundamentals

Level P-C

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

Up to $150,000 (excluding GST) - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement) Team

Procurement Transformation Division training course: Procurement Fundamentals and Intermediate Procurement

Level P-D

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

*Up to $20,000 with written approval of the CFO

Up to $250,000 (excluding GST) - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement) Team

Procurement Transformation Division training course: Procurement Fundamentals and Intermediate Procurement

Level P-E

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

*Up to $20,000 with written approval of the CFO

Over $250,000 (excluding GST) - PeopleSoft purchase orders

Credit card training provided internally by Financial Services (Procurement) Team

Procurement Transformation Division training course: Procurement Fundamentals, Intermediate Procurement and Diploma of Government (Procurement and 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

1/4/2020

Effective Date

1/4/2020

Review Date

1/4/2023

Relevant Legislation

Queensland Procurement Policy 2019

Related Policies

Related Procedures

Procurement Procedure

Related forms, publications and websites

Authority to raise PO or make a credit card payment form

Corporate card purchase and transactional payment request form

Information and documentation to assist purchasing over $15,000

Invitation to quote to $5,000 form

Invitation to quote to $15,000 form

Procurement Guideline

Procurement risk assessment matrix

Office of the Chief Advisor - Procurement QTenders

Professional Services Flowchart

Purchase request - management package motor vehicle form

Purchase request - pool motor vehicle form

Significant procurement plan - longform

Significant procurement plan - shortform

Statement by Supplier form

Tender Timeline

Transactional Payments List

USQ Tender Probity Framework and Plan

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.

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.

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/or Services, Professional Services, Purchase, Purchase Order, Purchasing, Services, 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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