If the supplier you want to order from is not shown in the supplier dropdown, you will need to request a new one, which can be done from the Request a New Supplier tab.
Please ensure you have read and understood the conflicts of interest section below beforing submitting a new supplier request.
New Supplier Form
The new supplier form will ask you to provide the following information:
- Company/Private Individual - is the supplier a registered company (e.g. venues, manufacturers, restaurants etc.) or a private individual (e.g. coaches, instructors etc.).
- Name - please provide the full name of the supplier. For registered companies please ensure you enter their full name as per their company registration, which can be checked on GOV.UK..
- Address - the main or head office address of the supplier.
- Phone Number - a contact phone number.
- Contact Name (optional) - if you have a specific contact please enter their name here.
- Email Address - please provide the finance or main email for the supplier, this will be used to send payment notifications and resolve any invoice/payment queries.
- Other Details - please enter a brief description of the type of good/services provided by this supplier (e.g. merchandise, coaching, entertainment, hospitality and catering etc.)
- For purchase order suppliers, the form will also ask for the bank account number and sort code to which payment should be made.
Once the form has been completed and submitted, it will be reviewed by the Finance Team within 5 working days and you will receive an email confirmation when the supplier has been created.
Conflicts of Interest
When setting up a supplier you must ensure that you have no personal, financial, or close working relationship with the supplier that could create an actual or perceived conflict of interest. As a result of this, you are not allowed to set up students, staff members or anyone else closely associated with either Imperial, the Union or any other related entity.
If you need to set up a supplier that could lead to a perceived conflict of interest, please contact icu.finance@imperial.ac.uk first and we'll be able to advise you further.
Frequently Asked Questions
Q: I want to make a one-off payment to a freelance worker, should I set them up as a supplier?
A: Ordinarily no, these payment can be requested by using a Non-Payroll Fees(NPF) form. Please contact icu.finance@imperial.ac.uk for further information.
