PROCUREMENT AND PURCHASING

Sound procurement practices are a governance requirement, not just a financial one. A clear, well-structured procurement policy gives your organisation the framework to make good purchasing decisions, demonstrate accountability and meet the expectations of every stakeholder who has an interest in how your money is spent. This bundle gives you everything you need to get that framework in place.

What Is Included

• Procurement and Purchasing Policy Template covering procurement principles, scalable thresholds and quotation requirements, approval authorities, tendering obligations, exceptions, petty cash and credit card provisions, conflict of interest requirements for purchasing decisions, record keeping and supplier management
• Procurement and Purchasing Policy Implementation Guide step-by-step guidance for setting thresholds appropriate to your organisation's size and risk appetite, aligning approval authorities with your Delegations of Authority, defining exceptions, meeting funder procurement requirements and building the supporting documentation your organisation needs
• 12 months of updates included from the date of purchase

Key Features

• Aligned with HSQF Standard 4 Indicators 4.1 (Sound governance) and 4.2 (Ethical practice) with a compliance mapping table included in the policy
• Scalable procurement thresholds with guidance for small, medium and large organisations across five purchasing tiers from minor purchases through to formal tender processes
• Approval authority framework designed to align directly with your Delegations of Authority, with guidance for developing delegations if your organisation does not yet have them
• Exceptions framework covering emergency purchases, sole supplier situations, contract extensions and related party transactions, each with defined documentation and approval requirements
• Related party purchasing provisions requiring higher level approval and competitive price verification regardless of purchase value
• Petty cash and credit card provisions with reconciliation and approval requirements
• Separation of duties principle built into the approval framework with practical adaptations for small organisations
• Value for money principle defined as best available outcome across total cost of ownership, not simply lowest price
• Implementation Guide includes a threshold guidance table, organisation size adaptations and five common questions covering preferred suppliers, recurring purchases, urgent purchases and quote shortfalls
• Supporting documents checklist covering purchase order template, quotation evaluation form, supplier performance review, preferred supplier list and contracts register

*This is a template for guidance only and requires customisation to your specific organisational context, structure and compliance obligations. The template does not constitute legal or professional advice.