Procurement Policy

1. The purpose of our policy

This policy outlines the principles and governance responsibilities for procuring goods and services at Adelaide University, ensuring University funds are used appropriately and protected through effective financial controls.    

This policy provides authority to maintain the Procurement Procedure. 

2. Who our policy applies to

2.1 Inclusions

This policy applies to Adelaide University community members involved in the purchase of goods and services through contracts or agreements, purchase orders, and Adelaide University corporate credit cards. 

2.2 Exclusions

This policy does not apply to activities which fall outside its defined scope of procurement. Expenditure activities not covered includes:

• statutory charges (such as, taxes, levies, fines, license fees) 
• service charges imposed by banks 
• commissions and royalties 
• import duties and customs clearance 
• awards and scholarships 
• donations and sponsorships  
• property transactions (such as, selling, purchasing, renting, leasing land or existing buildings). 

3. Our procurement principles 

3.1 We are committed to fairness, accountability and transparency 

We conduct procurement activities in a fair and equitable way, making decisions that deliver benefit to all parties and include consideration of Aboriginal and Torres Strait Islander businesses and social enterprises. 

Our staff demonstrate accountability through justified decisions, responsible actions, and a commitment to continuous improvement, listening, reflecting, gathering data, measuring outcomes, and refining procurement practices. 

We promote transparency in procurement through open communication, clear documentation, and defensible processes. 

3.2 We ensure value for money

We consider whole-of-life costs, fitness for purpose, risk, and the achievement of social, environmental and operational outcomes.  

Staff must achieve the right balance between economy, efficiency, and effectiveness in every procurement decision.   

3.3 We uphold integrity in procurement

Procurement must follow the authorised governance processes in this policy and the Procurement Procedure.  

Staff are accountable for their conduct and must comply with the [Staff Code of Conduct and Values]. 

All actual, potential, or perceived conflicts of interest must be declared and managed in accordance with the Conflict of Interest Policy and [Conflict of Interest Procedure]. 

3.4 We practice responsible procurement

Our procurement activities uphold ethical, environmental, social and economic sustainability. 

These considerations must be embedded in all procurement decisions, policies and procedures. 

We also commit to inclusive procurement practices, and aim to build long-term, equitable relationships with Aboriginal and Torres Strait Islander businesses that stimulate genuine economic opportunities.  

3.5 We actively manage procurement risk

We assess procurement activities to identify and manage risks related to health and safety, commercial outcomes, reputation, modern slavery, sanctions and compliance with legal and regulatory obligations.  

All procurement activities must be undertaken in accordance with the Wellbeing and Safety Policy, Risk Management and Legal Compliance Policy, and the Foreign Compliance Policy and Procedure. 

3.6 We ensure compliance with our procurement policy

Non-compliance with this policy may lead to disciplinary action. 

4. Definitions used in our policy

Please refer to our Adelaide University glossary for a full list of our definitions.

Adelaide University community means a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and non-staff members of Adelaide University including alumni, honorary title holders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers and partners who are engaging with and contributing to the work of Adelaide University.  

Aboriginal and Torres Strait Islander business means a business that is at least 51 per cent Aboriginal or Torres Strait Islander owned and controlled.  

Modern slavery means situations where coercion, threats or deception are used to exploit people and undermine or deprive them of their freedom, as set out in the Modern Slavery Act 2018 (Cth). It includes trafficking in persons, slavery, servitude, forced marriage, forced labour, debt bondage, deceptive recruiting for labour or services, and the worst forms of child labour; it does not include practices such as substandard working conditions or underpayment of workers.  

Procurement activity means all activities associated with purchasing goods and services on behalf of Adelaide University following the procurement principles set out in the procedure.

Purchase order (PO) means a formal commitment or document from Adelaide University to a supplier to authorise the purchase of goods or services under specific terms. 

Social enterprise means businesses that use commercial strategies to achieve social, cultural, community, or environmental purpose, rather than focusing solely on profit. They often provide employment for disadvantaged groups, including people with a disability, the long-term unemployed, refugees, former prisoners and recent migrants, creating transformational outcomes for individuals, families and communities.  

5. How our policy is governed

This policy is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below. 

6. Legislation and other documents related to our procedure

7. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.