Procurement Policy

As part of our Social Value commitment, Change Recruitment Group (Change) has developed a procurement policy to support our purchase of goods and services in an ethical and sustainable manner.

The procurement process depends on the type of purchase:

 

The Policy guides our staff, with appropriate delegated authority, on the commissioning of services/goods.

 

The Policy has been introduced to safeguard our assets, prevent and detect fraud or error, ensure that accounting records are accurate, complete and up to date and ensures that appropriate staff understand their purchasing duties and responsibilities.

 

 

Steps	Approver & Delegated Authority Levels	Requirements
Appropriate Budget Approval	Director : where spend appears in Business Plan or Board Director for non-forecasted spend	Project Approval Paper: 1 page on need, specification of services/goods, cost/benefits and management of process including reporting.
Accounting and Budgeting	User and Finance Manager for all proposed spend items.	Raise PO and confirm approved supplier. Credit Check (if necessary).
Market Testing	User and Operations Manager for sub £1,000 purchasing	Minimum 3 quotes from proposed service/goods providers against original specification
Written tender and tender process Selection based on price, quality, delivery, ‘after sales’ terms and added value to our business.	A Tender Board will be created for purchases £1,000 and above. A clear Business Owner will be identified.	Written/closed responses will be scored by the relevant individual and recommendations presented to Tender Process. Tender implementation will be managed by the relevant manager Close out report will be produced within 1 working week of service/goods provider being contracted
Approval and authorisation of invoice	Budget Holder/Director	Reconciling service (as per Project Approval Paper) and actual services/goods.
Payment to supplier	Finance Manager	Within REC guidelines and 28 days of appropriate invoice being submitted for payment.