Policy: Supplier Record Management

Purpose

To define the mandatory requirements in establishing and maintaining supplier records.

Overview

The University makes regular payments to a variety of suppliers. The Supplier Record Management policy is intended to ensure supplier records are created and maintained accurately to reduce the risk of fraudulent payments.

Definitions

A supplier, also known as a vendor, is a business entity or person that provides goods or services for sale.

Scope

This Policy applies across the University.

Policy statement

Principles

The security and integrity of supplier records is fundamental to good financial accountability.
The University’s default payment terms (30 days from the invoice date) are entered in the supplier record unless there is an agreement to the contrary.
Segregation of duties are in place for the management of supplier records.

4. The identity of a supplier is independently verified before a supplier record is created.

Information	Printable version (PDF)
Title	Supplier Record management
Document Type	Policy
Document Number	ANUP_000481
Version
Purpose	To ensure accurate vendor records
Audience	Staff
Category	Administrative
Topic/ SubTopic	Finance - Reporting

Effective Date	12 Dec 2024
Next Review Date	11 Dec 2029

Responsible Officer:	Chief Financial Officer
Approved By:	Vice-Chancellor
Contact Area	Finance and Business Services
Authority:	Public Governance, Performance and Accountability Act 2013 Public Governance, Performance and Accountability Rule 2014
Delegations	0
Information generated and received by ANU staff in the course of conducting business on behalf of ANU is a record and should be captured by an authorised recordkeeping system. To learn more about University records and recordkeeping practice at ANU, see ANU recordkeeping and Policy: Records and archives management.

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