Overview

Procurement provides a cost-effective purchasing and PCard service to the FHS Departments according to UCT policies and procedures and in line with appropriate authorisation.

The following services are provided:

  • Creating of purchase orders, local and foreign, for the faculty within the 2 HUBS
  • Check asset requests and forward to UCT Asset office
  • Clear PCard transactions for cardholders on Peca and SAP
  • Procure and pay online vendors with the FHS Procurement HUB PCards
  • Receive and verify completed PCard application forms and PCard limit changes
  • Commence new vendor’s application process for local and student vendors

Escalation Process:

procurement escalation process

 

 

Purchasing

Our role:

  • Creating of purchase orders, local and foreign, for the faculty within the 2 HUBS 
  • Check asset requests and forward to UCT Asset office
  • Commence new vendor’s application process for local and student vendors
Purchase Order MM010
Requester Procurement Clerk Goods Receipting Officer (GRO)
  • Completes MM010 and obtains supporting documentation 
  • Submits purchase order request to FHS Procurement 

hs.procurementhub@uct.ac.za 

omb.procurementhub.hs@uct.ac.za
  • Procurement HUBs Generic email address receives MM010 and supporting documentation
  • Perform purchasing checks i.e., UCT Vendor, available funds, eligible fundholder authorisation, correct purchasing group
  • Validate if supporting documentation comply 
  • Creates PO, email to Vendor and copy requester
  • Vendor receives PO and delivers goods as per agreed ETA
  • Goods Receipting Officer (GRO)/Purchaser/Department receive DN/invoice on delivery of goods/service rendered
  • GRO matches invoice to PO on SAP and verify Tax invoice/Invoice according to SARS requirements
  • GRO goods receipt Tax invoice/Invoice on SAP
  • Send Tax invoice/Invoice to Creditors for payment

 

Asset Purchase AS001
Requester Procurement Clerk Goods Receipting Officer (GRO)
  • Completes AS001 and obtains supporting documentation
  • Submits purchase order request to FHS Procurement

hs.procurementhub@uct.ac.za 

omb.procurementhub.hs@uct.ac.za
  • Procurement HUBs Generic email address receives duly completed AS001 (Asset form) and supporting documentation
  • All relevant purchasing checks are performed 
  • Submit to UCT Asset Office  fnd-assets@uct.ac.za
  • PO is created and e-mailed to Vendor
  • Vendor receives PO and delivers goods as per agreed ETA
  • Goods Receipting Officer (GRO)/Purchaser/Department receive DN/invoice on delivery of goods/service rendered
  • GRO matches invoice to PO on SAP and verify Tax invoice/Invoice according to SARS requirements
  • GRO goods receipt Tax invoice/Invoice on SAP
  • Send Tax invoice/Invoice to Creditors for payment

 

IT Aqcuisitions MM010
Requester Procurement Clerk Goods Receipting Officer (GRO)
  • Completes MM010 and obtains supporting documentation
  • Submits purchase order request to FHS Procurement

hs.procurementhub@uct.ac.za 

omb.procurementhub.hs@uct.ac.za
  • Procurement HUBs Generic email address receives ICTS request, and supporting documentation
  • All relevant purchasing checks are performed 
  • Submit to ICTS generic email address (icts-acquisitions@uct.ac.za)
  • PO is created and e-mailed to Vendor
  • Vendor receives PO and delivers goods as per agreed ETA
  • Goods Receipting Officer (GRO)/Purchaser/Department receive DN/invoice on delivery of goods/service rendered
  • GRO matches invoice to PO on SAP and verify Tax invoice/Invoice according to SARS requirements
  • GRO goods receipt Tax invoice/Invoice on SAP
  • Send Tax invoice/Invoice to Creditors for payment

 

New Vendor Requests
Requester Procurement Clerk Goods Receipting Officer (GRO)
  • End-user sends a new vendor request and supporting documentation to either:

hs.procurementhub@uct.ac.za 

omb.procurementhub.hs@uct.ac.za
  • The GRO obtains vendor information and documentation from the requester
  • The GRO will start the New Vendor application process on SAP
  • Vendor management approves/rejects application
  • Vendor management liaises directly with applicant/vendor for completion of PDF application form
  • Applicant/vendor to submit completed application form and required documentation electronically via the Vendor management system
  • Vendor Management creates the Vendor Number and informs Vendor an GRO

 

 

For Delegation Authority please refer to:

 

 

 

P-Cards

Our role:

  • Clear PCard transactions for cardholders on Peca and SAP
  • Procure and pay online vendors with the FHS Procurement HUB PCards
  • Receive and verify completed PCard application forms and PCard limit changes 
P-Card Processor
  • Clearing of PCard transactions uploaded by cardholders on Peca and SAP
  • Scrutinise each transaction’s downloaded documentation before posting
  • Ensure no improper use of PCard by Cardholder
Procurement HUB PCard holder
  • On request, PCards are accessible for online purchasing and payments to Vendors that accept PCard payments
  • Payments are made on Credit card payment authorisation form or an online payment link
  • Generic email address receives authorised MM005 and supporting documentation
  • PCard Holder verifies funds availability, appropriate fundholder authorisation, allowable purchase before proceeding with payment

 

 

 

 

Faculty Procurement Team
Desiree Esterhuizen

Desiree Esterhuizen

desiree.esterhuizen@uct.ac.za

 Procurement Manager
generic avatar

Eleanor Peters

eleanor.peters@uct.ac.za

 Procurement Supervisor
generic avatar

Cheryl Carolissen

cheryl.carolissen@uct.ac.za

 Assistant Procurement Supervisor
generic avatar

Michele Goodman

michele.goodman@uct.ac.za

 Assistant Procurement Supervisor
 

Procurement HUB: OMB

omb.procurementhub.hs@uct.a.za

  Surgery, Health & Rehab, Paediatrics, Medicine, Perinatal Mental Health (under PED), Primary Healthcare Directorate, Anaesthesia, Health Sciences Education, Obstetrics & Gynaecology, Psychiatry, Radiation Medicine
 

Procurement HUB: FHS Campus

hs.procurementhub@uct.ac.za

 Dean’s Suite, Faculty Office Units, Animal Unit, Human Biology, Integrated Biomedical Sciences, Pathology, Public Health and Family Medicine, IDM