Procurement Guidelines:

Before commiting to any expenditure from UEA budgets please check if the below applies and has been completed:

  • IR35 checks for 'personal service companies'
  • 3 quotes or tenders for expenditure over £5k / £25k (unless with approved preferred suppliers).
  • The supplier is approved for use on UBW (to request a new supplier click here for guidance). If your purchase is a one-off (meaning that the UEA has not used that supplier before and the entire purchase contract with the supplier it is less than £5,000 inc. VAT) then please contact the SCI-FIN office to arrange for a 'one-off' order - please send a purchase requisition form with your email and we will check that the supplier has not been used before.
  • That any terms, conditions or restrictions of your project funder have been met (contact your RIN finance administrator for further guidance).

Quick Guides for UBW self-service:

Guides for using UBW can be found here. The UBW helpdesk team provide training weekly on campus - please contact them at to make arrangements.

Expense Claims and more:

Finance forms (including expenses claims) can be found here, they are published and maintained by FPG.

Staff expenses must be claimed electronically through UBW as of June 11th 2018. Please note that this does not apply to claims for 'other' expenses or advance related paperwork - these will continue on the existing paper forms until further notice.

Advances and Conferences:

The Science Faculty Finance office also have some bespoke forms for particular functions such as getting a cash or currency advance and setting up conferences.  Please contact us at for more information.