Request for a New Supplier
(for internal University use only)
There is an administrative cost to maintaining the supplier database and New Suppliers will only be set up
by exception and on the basis of your justifying a need. For general purchases of day to day
products/services it should be possible to source your requirements through existing supply routes.
Please check if there is a possible supplier on the Agresso database before requesting a new one or see :
http://www.sussex.ac.uk/procurement/1-4.html for information on existing supplier agreements.
Suppliers will not be paid unless they are able to quote a purchase order number. It is therefore
essential that you raise a purchase order and transmit it to the supplier prior to purchase.
For one-off purchases with a typical value of £500.00 or less a University purchasing card (Barclaycard)
should be used, thereby avoiding the need for a new supplier set-up and associated admin costs.
Purchasing cards should also be used to pay for individual travel tickets, hotel accommodation or
conference facilities unless booked through our travel management company (currently Key Travel –
Agresso Supplier ID K12175). Always check this option before requesting a new supplier.
For further guidance please visit http://www.sussex.ac.uk/procurement or e-mail
procurement@sussex.ac.uk for assistance.
PLEASE COMPLETE ALL SECTIONS – Note : Failure to complete all relevant fields may result in the request
having to be returned.
Requisitioner’s details:
Name:
Telephone No:
E-Mail Address:
Department or School:
Date of Request:
I wish to (please tick appropriate box):

Set-up a New Supplier

Reactivate a Supplier
For a reactivation provide Agresso Supplier ID/Name
Description of the Purchase*
Please describe the requirement in Generic terms. *Procurement may recommend an alternative
supplier already available on Agresso


Anticipated value of the proposed purchase (first order)
For purchases valued at over £5000 (ex VAT) you must seek competitive quotations to comply with the
University’s finance /procurement rules. For purchases valued at over £15,000 (ex VAT) you should contact the
Procurement Office for guidance on how to proceed.
£
Supplier Details
Full Trading Name
Company Registration No:
Order Address
Address Line 1
Address Line 2
Address Line 3
Town/City
County
Postcode
Country
Telephone
Fax
Supplier Contact(s)
Name
Email Address
Web Site URL
Order to be raised in
which currency?
GBP
EURO
USD
OTHER (state)
Supplier’s Bank Details for BACS payment: (these details will be validated by Finance)
Account Name
Account Number
Bank sort code
Payment Address (if different to order address)
Address Line 1
Address Line 2
Address Line 3
Town/City
County
Postcode
Country
Telephone
Fax
Supplier Contact(s)
Name
Email Address for
BACS notification
Currency of invoice
GBP
EURO
USD
OTHER (state)
Checklist – to be completed in all cases
Can the goods/services /works be obtained from an existing supplier listed on the
Agresso System
If YES, why is an existing supplier not being used?
YES / NO
If the purchase value is over £5,000 (Ex VAT) competitive quotations have been
sought (please attach documentation)
YES/NO/n/a
Are you likely to use this supplier again (within the next 12 months)
YES/NO
Hazardous materials and foodstuffs (answer only if relevant)
If the purchase involves controlled, hazardous or radioactive materials, I have
obtained guidance from the Health Safety and Wellbeing office.
If the purchase involves the provision of food and catering I have checked the
company is compliant with the Food Safety Policy and Guidance for External
Caterers (see the Health Safety and Wellbeing office website
http://www.sussex.ac.uk/hso/healthandsafety/foodsafety)
YES/NO
YES/NO
NB:
 The supplier must hold appropriate insurance cover for the type of goods services or works required eg product
liability, professional liability, consequential loss or loss or damage to property. Contact Procurement Office for
advice.
 If the proposed supplier is a works contractor the supplier must hold public liability insurance (minimum £5m) and
have a health and safety policy in place. Permission to carry out the proposed works will be required from Estates
and Facilities Management Division.
 If you propose to purchase foodstuffs or controlled, hazardous or radioactive materials you should contact the
Health ,Safety and Wellbeing Office for advice before proceeding.
Please now e-mail the completed form to procurement@sussex.ac.uk
Procurement will endeavour to process all new supplier requests within 48 hours of receipt.
Procurement Office to complete
Approved by Procurement Office
If NO reason for rejection:
YES / NO
New/reactivated supplier details are correct and valid
Agresso supplier ID
YES / NO
Procurement Office
May 2013
Version 2.1