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Before adding a new supplier request, please search first to ensure it is not already available.

If a new supplier is required, you will need  to have the following information:

  • full company name – not just a trading name;
  • company registration number if they are a limited company (this should be consistent with above);
  • VAT number if VAT registered;
  • full postal address;
  • telephone and email details;
  • details of the type of purchase /supplier selection and quotation process.

A purchase order should be raised for all purchases and no orders for goods should be made until the supplier has been approved. If goods / services have been ordered and delivered without a purchase order and an invoice has been received, a copy of this must be uploaded with the request for the new supplier. Failure to provide a copy of the invoice will delay the request.

The time taken to load the supplier onto the database will vary depending on the quality of information provided by the department and the relevant checks that need to be made. Once the supplier has been authorised by Accounts Payable or Procurement Services, an automatic email will be issued to advise the requestor that their request has been uploaded to UFS.  UFS will be updated at 10.15am, 12.15pm, 15.15pm and 18.15pm each day with suppliers that have been loaded or amended at that time.

Payments to individuals

For payments to individuals you will require an employee number, CamSIS student number or a Tax Clearance number. These procedures must also be followed if a member of staff is claiming expenses and they are not set up on UFS.

Detailed written procedures can be found in the Key Contacts Guide to the University Supplier Database.

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