Information for suppliers

The University is committed to a procurement process based on the following values:

Open and effective competition – the procurement process is impartial, transparent and encourages competitive offers.
Value for money – the principle by which the University will assess and rank proposals from suppliers, incorporating capability to meet the specification or requirements, price, risk and sustainability.
Integrity – all business must be conducted in the best interest of the University, including meeting probity and ethical conduct requirements as specified in University policies.
Ethical Model – the University is committed to being ethical in the way it operates through Protecting Country. The procurement of goods and services must consider the social and environmental impacts to our local and global community. Specifically supply and consumption risk in the following areas, and the impact it has on VU, and the local & global community:
- Modern Slavery Act 2018 (Cth) – supply chain management
- Supporting Victorian social enterprise and Australian First Nation business sectors
- Environmental sustainability
- Diversity and inclusion, specifically promoting and supporting LGBTQIA+, Gender Diversity, Cultural Diversity and supporting Accessibility
- Supporting suppliers who in order of preference operate in the West of Melbourne, in Victoria, in Australia vi. Health and Wellbeing.

As a large educational institute, VU sources a wide range of goods and services.

Social, financial & environmental sustainability

Modern Slavery

Victoria University plays an important role in combating modern slavery. This is reflected by one of the University’s core values – ‘to always be ethical’.

Modern slavery describes situations where individuals or organisations use coercion, threats or deception to exploit victims and undermine their freedom.

Practices may include:

human trafficking
slavery
servitude
forced labour
debt bondage
forced marriage, and
the worst forms of child labour.

The University is committed to respecting human rights, acting ethically in our dealings with partners and suppliers, and taking real action to address any modern slavery risks within the University’s direct control.

Modern slavery risks can be identified as:

Supplier Risk (organisations who have breached local or international modern slavery legislation)
Supply Category Risk (industry or product and services which are globally recognised as high risk such as extractives, textiles and fashion, fishing, electronics, cleaning and agriculture)
Country Risk (geographic risk where there may be a higher prevalence of modern slavery in that location).

The University prepares an annual Modern Slavery Statement to meet the obligations of the Modern Slavery Act 2018 (Cth). The Statement includes the following information specifically related to Modern Slavery:

Overview of VU’s supply chain
Risks identified in VU’s Operations & Supply Chain
Actions Taken
Responsible investments
Planned Actions
Effectiveness of actions

View Victoria University's statement on Modern Slavery.

Suppliers providing goods or services in a high risk category for Modern Slavery will be required to complete regular Supplier Assessment Questionnaires in relation to their management of Modern Slavery risk.

: The University is committed to reviewing incidents of Modern Slavery and encourages reports to be submitted providing details for such review.
To report an incident of Modern Slavery, please email: [email protected]
: VU provides Modern Slavery Awareness Training to staff and students. Sessions are also available for suppliers.
For access to the training, please email: [email protected]

Accessibility, diversity & inclusion

Providing goods & services to VU

VU is committed to open and fair competition and seeks “value for money” in all its dealings with all types of organisations.

We have a number of models in relation to engaging suppliers:

: Preferred Suppliers at the University are largely managed by Campus Services, Marketing and Procurement. These contracts have been secured via a competitive market process for commonly purchased high value or high risk items to achieve the best value for the University and to help manage supply chain risk.
: The University engages many suppliers via quotation or proposal for ad-hoc or low value purchases. These suppliers are selected on the basis of specialisation or necessity for one-off or short term arrangements.
: VU engaged EFTsure Pty Ltd in 2022 to provide supplier verification services via their secure online portal. VU no longer manages the supplier on-boarding process in-house and as such the University does not provide other options for supplier on-boarding.
All suppliers engaged by VU are required to verify their business and banking details, or any changes to these details in the EFTSure portal. The details are then securely passed back to the University to enable the creation of the supplier profile, including supplier banking details, in the VU finance system. New suppliers will be invited by VU Procurement to complete the onboarding process in EFTSure, as detailed below.
Process Steps
New supplier on-boarding process The supplier nominates a Supplier representative (in the agreement) who is required to complete the on-boarding process. The process involves two steps, as follows:
Step 1: VU initiates a ‘Supplier On-boarding Invitation’ inviting the
Supplier Representative to complete the on-boarding process in the EFTSure online portal, providing the address, representative’s contact details, ABN and banking details.

Step 2: EFTSure contacts the Supplier Representative by phone to validate the details provided. EFTSure separately undertakes a number of other due diligence checks against the details provided. Once the checks have been completed EFTSure notifies VU that the supplier onboarding process is complete.
Payments cannot be made until the onboarding process has been completed.
Note:
All suppliers / organisations working with VU are subject to VU’s Goods and Services Terms and Conditions.
Where suppliers / organisations provide bank account details where the ‘account name’ does not match the Trading Name, then suppliers / organisations will be required to provide additional information on request by VUs Finance Team.
: VU is committed to conducting business with the highest standards of ethics, integrity and sustainability. Suppliers are a major element of our operations and VU expects them to align with the following principles which are contained in our Supplier Code of Conduct:
Integrity, ethics and conduct
Conflict of interest, gifts, benefits & hospitality
Corporate Governance
Labour and human rights
Health and safety
Environmental management
The Code serves as a roadmap for transparent, ethical and responsible partnerships between VU and its suppliers.

Procurement plan

VU prepares a Procurement Plan for all proposed tendering opportunities. This plan provides details of all public tendering opportunities for the next 3-5 years.

Frequently asked questions

: How do I become a Preferred Supplier to VU?
Preferred Suppliers are appointed through a competitive tender process.
VU publishes open tender opportunities on the Eprocure tender portal
Suppliers can register on eProcure to receive notice of all public VU tenders Eprocure tender portal
: How do I participate in a VU Tender?
VU procurement perform market analysis for suppliers with required capabilities and/or goods. VU invites these suppliers to participate in a tender process. For open tender opportunities VU will publish these on the Eprocure tender portal
Suppliers can register on eProcure to receive notice of all public VU tenders Eprocure tender portal
: What is the onboarding process for new suppliers?
VU engaged EFTsure Pty Ltd in 2022 to provide supplier verification services via their secure online portal. VU no longer manages the supplier on-boarding process in-house and as such the University does not provide other options for supplier on-boarding.
All suppliers engaged by VU are required to verify their business and banking details, or any changes to these details in the EFTSure portal. The details are then securely passed back to the University to enable the creation of the supplier profile, including supplier banking details, in the VU finance system. New suppliers will be invited by VU Procurement to complete the onboarding process in EFTSure.
: How will a Purchase Order be received?
Once a quotation has been approved the Purchase Order will be emailed to you at your nominated email address.
Changes to suppliers details can be emailed to [email protected] . You may be asked to update details in EFTSure.
: Can invoices be issued to VU without a Purchase Order?
Purchase Orders will be issued on receipt of quotes.
VU has a ‘No PO, No Pay” policy.
Invoices must reference a Purchase Order number.
Invoices without a Purchase Order number referenced will be sent back to the supplier. Suppliers are responsible for ensuring invoices are prepared with correct information and recording the correct Purchase Order reference number.
Where do I send invoices and how do I enquire about their status?
All invoices should be sent to [email protected]
For invoices that have a Purchase Order, queries can be made to [email protected]
: What are VU’s standard payment terms?
VU’s standard payment terms are 45 days from the invoice date.
Can invoices be paid earlier?
The exception to the standard payment terms is where VU has a Preferred Supplier Contract in place where the payment terms and service requirements have been jointly agreed by the Executive Director Procurement & Finance Operations and the supplier.
: How do I change my company’s account information, for example, bank or contact details?
Fraud is a major risk to both suppliers and VU. VU mandates that the supplier onboarding process and the updating of existing supplier details is only performed through our third party service provider EFTSure.
Suppliers can contact [email protected] notifying changes of company account information. Procurement will then initiate an invitation from EFTSure to enable the supplier to update their details, as per the process outlined below:
Existing supplier change of details process Existing suppliers to VU who need to update their business or banking details are
required to do this in the EFTSure online portal. The process involves two steps, as
follows:

Step 1: Supplier contacts [email protected] notifying VU that they
have changes to business or banking details.
Step 2: VU then initiates a ‘Change Request’ which invites the
Supplier Representative to make the necessary changes via the portal.

Contact

For sourcing enquiries:

[email protected]

For invoice and payment enquiries:

[email protected]

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