Stores for Staff

These should be processed through your  SRGA to ensure sponsor finance rules and budget requirements are met.

For setting up student project purchases, including both MSc and Undergraduate projects such as Final Year Projects (FYPs) and Group Projects (GPs), a separate unique pseudo account code must be established for each project. Once the code has been created, students should be instructed to register it with Stores.

For Group Projects, only one designated student, acting as the project treasurer, should be responsible for making purchases on behalf of the group.

When providing instructions to students, please send them the link to the stores landing page to make their code registration rather than a direct link to the registration form itself. This encourages students to navigate through the supporting information available on the site and helps ensure they become aware of other important resources and responsibilities, including:

• How to access 3D printing services
• How to arrange laser cutting
• The requirement to complete Risk Assessments before undertaking project work

Please send a list of students and their corresponding codes to the Stores team so they can verify everyone has registered.

The ordering process that students are required to follow is linked here.

If you are purchasing items for an activity, such as setting up a course or managing the overall spend for a module, project, or other teaching activity, you have the option of setting up a pseudo account code with Stores rather than using the ICIS/ATLAS codes. You can set this up here.

Wait for a confirmation email that the  account has been set up before purchasing on the code. You can then use this link to make an order. Using these pseudo account codes enables us to give you accurate reports on expenditure by course, year group, project, or activity, providing better visibility of teaching-related spend. 

For student purchases made outside the College's purchasing systems, please refer to the guidance on expense claims, which is linked at the end of the information given to students on ordering. It is important that you understand this particular process, as any such purchases will require your authorisation before a claim can be reimbursed.