Under $10k

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Under $10k

If you have come to this page directly, please go to the page “What is BuyRight?”.
This contains conditions that you need to first consider when conducting your procurement.

Key regulations and policies that apply to procurements in this value range are: 

This page will guide you through the process for procurements up to $10K.

  • + provides additional detail under each step of the process
  • ► denotes an action step
  • Notes and text in the blue boxes provide additional information and tips
  • Click the orange “Why?” box to see the relevant section/s of the policy

Start at step 1 below and follow the entire process

 

1. Find a Supplier
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You will need to identify who can supply the required goods or services. 

For procurements of this value you only need to identify one supplier, however you will still need to justify that the supplier and procurement represent value for money. If you are unsure whether a supplier or their offer represents value for money, you might like to quickly compare offerings online.

► Search for a supplier that can fulfil your requirement.

You may like to consider:

» Indigenous Supplier (see Supply Nation).

» Australian Disability Enterprises (see BuyAbility).

» Local or over the counter providers.

» Online providers.

► Seek quote(s) from the supplier(s) you have identified  (verbal may be sufficient).

Always ensure that the effort being expended during the procurement process is commensurate with the price you expect to pay (CPR 4.4 e).

Generally written quotes are not needed for this value procurement.

Why?

2. Using Supplier Terms and Conditions
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Sometimes supplier’s terms will include a ‘contingent liabilities’ clause. A contingent liability is a potential liability that may occur depending on the outcome of an uncertain future event. (see RMG No. 414) These are often found with venue hire, software licencing, product warranty and when you click on the ‘I agree’ to online terms and conditions.

► Check the supplier’s terms and conditions for contingent liabilities. If this clause is included, or you are unsure, seek advice from your central procurement area or in-house legal advisors.

► Seek written delegate approval for any contingent liabilities. This approval may be combined with the next step: Step 3: Obtain Delegate Approval under PGPA Section 23.

Why?

3. Obtain Delegate Approval under PGPA Section 23
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Once you have obtained your quote(s) you will need to seek approval for your procurement.

► Seek approval to enter into an arrangement.

» Verbal approval may be sufficient at this value if a credit card is being used for payment, or if the Delegate certifies the invoice/receipt at Step 4: Formalise order.

» If written approval is required, this may be recorded by email.

Why?

4. Formalise Order
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Once relevant approvals have been obtained, you can place the order. This may be done by one of the following:

Pay by credit card (either over the counter, phone or online)

              OR

► Accept the suppliers quote. This may be done verbally or by email. If done verbally you should record this in some form.

              OR

► Place a purchase order. If neither of the two processes above are suitable you may choose to raise a purchase order. Usually for procurements of this low value and low risk, it is unnecessary. However, if you choose to use your agency’s purchase order process, ensure you include appropriate terms and conditions and seek written acceptance from the supplier (an email is sufficient). We recommend using the Commonwealth Purchase Order Terms.

Use of Credit Card

Payment by credit card is the preferred method of payment for purchases under $10,000 (see RMG No. 416). Payment may be made by credit card when you place an order or on receipt of goods or services. A tax invoice or receipt MUST be retained as proof of the transaction. 

If the supplier does not accept credit card payments, they will need to submit a tax invoice for payment through your entity's Financial Management Information System (FMIS). The delegate's signature on an invoice sent for payment is a sufficient record of approval. Ensure that you are compliant with RMG No. 417 Supplier Pay On-time or Pay Interest Policy which requires payment no later than 30 days after the date of receipt of the goods and services.

Why?

5. File documents
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You are required to retain all relevant documents in accordance with the Archives Act 1983. Relevant documents include any documents that record decisions and/or approvals, including those with signatures.

► File documents in accordance with your entity's records management practices.

Why?