Commercial & Procurement are joining the MyServices journey – New Supplier Requests

Our new process requires suppliers to directly input their information. This self-service approach will significantly reduce processing time by lessening the administrative burden on the procurement team to source the required information from the supplier and ensure more accurate data capture from the outset. 

Our new supplier request process involves two key steps to begin the set up: 

• Requesters start the process by entering some initial details. 
• Suppliers then receive access to MyServices to complete and verify their own information. 

Please encourage your suppliers to complete all required fields promptly when they receive the automated email invitation and to check their junk/spam folder. 

To access the new supplier request form, log in to MyServices using your UCL credentials with Single Sign On. Once logged in, select ‘Create new request +’, and search for 'New Supplier Request' from the menu. 

It is important you read the guidance at the top of the form prior to completing your request; fill out all required fields (as highlighted in blue) to begin your request.   

The new system includes enhanced validation checks. Suppliers must provide a link to their Modern Slavery Statement (if applicable), confirm their alignment to the Real Living Wage, provide their bank details, and agree to UCL's standard terms.  

Requests cannot proceed until all required information is submitted and verified. No work should be undertaken by the supplier prior to receiving final set-up approval, retrospective requests will be flagged with heads of department for justification. 

From 29 October 2024 we will discontinue the use of Remedyforce for new supplier requests. Please ensure all requests are to be submitted through the new MyServices platform from this date forward to ensure your request is reviewed.  Please note, any ongoing  open requests within Remedyforce will be finalised in Remedyforce. 

For questions about the new supplier request process, please contact our dedicated support team by raising a ‘C&P - General Procurement Services’ request in MyServices. 

With our new system and process, we're asking everyone to: 

• Always check existing suppliers in MyFinance and options on the Emarketplace (requires Desktop@UCL or VPN network connection) before requesting a new supplier 
• Ensure all fields are completed accurately before submission 
• Inform suppliers they'll receive an automated email to provide their details – highlight that this may go into their junk/spam folder

Transactions below £250 should be processed through purchasing cards. In exceptional cases where a purchasing card can't be used, expenses may be claimed, however, this should be rare and requires justification and sign off from your head of department prior to procuring any goods/services. Please review the purchasing card policy for guidance.