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The University of Southampton
Finance, Planning and Analytics

Covid-19 - Information for suppliers

Page last updated 21 January 2021

As you will all be aware this is an evolving situation where information is being gathered and assessed regularly by the University. Like many large organisations the University is following Government guidance and is working to ensure it operates safely and ensures the wellbeing of its community.

All non-essential University buildings are currently closed. Where possible staff are working from home locations, this includes professional services staff involved in procurement, purchasing and payment activities with suppliers.

Thank-you very much for your patience and support during this period of uncertainty and rapid change, our staff are working hard to respond to queries. Please review the information below in the first instance, before contacting the University.

Purchase orders

The University operates a ‘No PO, No pay’ policy, please do not accept requests for goods or services without provision of an official Purchase Order.

PLEASE NOTE - The University has been made aware of a fraud scam that is targeting existing and potential suppliers of equipment to the University of Southampton. Further information and guidance is available on the fraudulent emails and purchase orders page.

Invoices and payments

Due to increasing delays in processing paper invoices, the University has taken the decision that from 1 February 2021 ALL invoices should be sent electronically.

Unless you have been specifically instructed otherwise, invoices should be e-mailed to This will help us pay our suppliers promptly during lockdown and minimise the potential risk to staff who manage our post.


The majority of University buildings and sites are currently closed until further notice. Staff are not always available to receive goods, please do not attempt to make deliveries, this includes requests to divert deliveries to home addresses.

In very exceptional circumstances, for essential supplies, a member of the Buy, Technicians or Stores teams may contact you with special delivery instructions.

Please contact if you have any delivery related queries.


The University is very much open for Business and key procurement projects are progressing. Please continue to monitor In-Tend for business opportunities.

Key contacts

University telephone lines may not be answered. To help us respond to you as quickly as possible please send correspondence to our shared e-mail inboxes, where available staff will be able to access your request or query:

Procurement and tender related enquiries

Purchasing and contract related enquiries

Supplier related enquiries

Payment queries



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