Procedure: Supplier Record Management
Purpose
To provide a clear statement of the University’s supplier record management procedure.
Procedure
New Suppliers
- For creation of a supplier record, the completion of a supplier details form is required.
- All new suppliers, regardless of size, invoice value or location, require supplier details and bank account details to be independently verified prior to record creation.
- If supplier details are unable to be independently verified, a supplier record is not created and payment cannot be processed.
Existing Suppliers
- For changes to existing supplier records, completion of a supplier details form is required.
- Change requests are independently verified.
- If supplier details are unable to be independently verified, a supplier record may not be updated and payment may not be processed.
Business Email Compromise
In the event that indications and/or warnings about a supplier’s IT environment being compromised are identified or received, the matter is escalated to the Associate Director, Financial Shared Services and, where appropriate, the Chief Financial Officer (CFO). The Information Security Office should be involved where necessary.
Payments to Employees, Students and Persons of Interest
- While employees, students and persons of interest are not considered suppliers under the Supplier Record Management policy, they are included in this procedure as their details are captured as supplier records for the sole purpose of processing payments such as reimbursements for expenditure incurred on behalf of the University.
- Supplier records for employees and persons of interest are created using information from the Human Resources Management System (HRMS).
- Supplier records for students are created using information from the Interactive Student Information System (ISIS).
- Employees, student and persons of interest are to ensure their details in HRMS and ISIS are correct and up-to-date prior to submitting requests for payment.
Related Instruction
Further details on the Supplier Verification (including bank verification) process can be provided by Shared Services, as required.
