With the advent of Oracle Fusion, the process for the addition of suppliers to the master database is changing.
The process as it currently is will be cut down to a shorter version; the Finance Office Systems Support Team will no longer be the end point for the creation of suppliers.
Everything procedurally will happen within the one system, stemming from the initial requisition.
To have a supplier added to Oracle Fusion, you will need to start this action as part of your requisition.
When entering your details, add as much information as you can into Oracle, and check the tick-box that says “New Supplier”.
(When creating said requisition, please attach any and all relevant information pertaining to this request, such as an SSA form, quotations, or IR35 assessment, if required. Doing so will help speed up your application)
It will then feed through to the University Buying Team who will assess the request, and depending on your needs will either be redirected to a contracted supplier, or another purchasing mechanism, such as Amazon Business or the One Advanced catalogue. If a new supplier is deemed necessary, the Buying Team will approach that supplier to obtain their details, and upon receiving them, will redirect the requisition to the Procurement Operations Team where verification checks will be undertaken, and information will be added to the system. From there, the requisition will then go back to the Buying Team for final approval, where it will be sent to the supplier as a purchase order.
HMRC IR35 Assessments
All new suppliers, where they are individuals, or limited companies that are classified as a “micro business” (companies with fewer than 10 employees and may also be commonly referred to as “one man bands”) are subject and are who are providing a service (i.e. a service is where goods are not being bought.) to the University of Birmingham are required to be assessed by the requisitioner to confirm their working status, so that we can ensure that the correct amount of tax is paid.
Generally, if the supplier in question is being engaged less than three times a year, they are not required to undergo an assessment, so please note this in your requisition in the “Justification” field in Oracle if they will be used minimally. Reviews of the suppliers will happen, so Procurement/Payroll may need to come back to you if we feel that the supplier is being overused in this capacity.
If information that comes back from the supplier where an assessment would be deemed necessary, then you will be notified that you will need to perform one. This must be completed, or the supplier cannot be added to the system without it.
To complete this assessment, you will need to go to https://www.tax.service.gov.uk/check-employment-status-for-tax/cluster/ and complete the questionnaire. Upon completion, you will need to save the form as a Adobe pdf file. To do this, tick the box next to where it says, “Before you rely on this result, please confirm that you’ve:” and then click “Confirm and Continue”. Enter the details on the next page as instructed and submit – it will then ask you to save the attachment. This pdf document must be attached to your requisition, and will not be set up without it.
Should you require any assistance completing this assessment, please contact email@example.com or firstname.lastname@example.org
Amendments to Supplier Information.
If you need to make an amendment to a suppliers information in Oracle, then please complete the form below and attach the proof from the supplier, and send them directly to email@example.com.
The University of Birmingham has a comprehensive list of suppliers whom we already have contracts with. It is strongly advised to use these suppliers wherever possible.
If you have any queries relating to these suppliers, then please contact the relevant category manager.
Details of contracted suppliers are available to everyone at http://www.hecontracts.co.uk which is also located from within Oracle.