This page is intended for use by our third party suppliers and potential suppliers.
The Principality Suppliers section of the website has been put together by our Group Procurement team and is designed to furnish third party suppliers and potential suppliers with information to help them better work with the Principality.
As either a supplier or potential supplier to the Principality, it's important for you to have access to the procedures and policies that affect you. Please click on the sections below to learn more.
Purchase of goods and/or services
Where the Principality has approached you to supply goods and/or services, you will be asked to provide a copy of official company details to aid in the supplier set up process. This will allow us to make payment due via our preferred BACS method. Undisputed payments will be made in line with our standard payment terms of 30 days.
Where you are asked to supply goods and/or services you may be issued with a Purchase Order to contract on, or Principality will negotiate a written contract with you.
Where a purchase order has been issued by the Principality for the supply of goods and/or services, the following terms will govern the transaction, unless the Principality has entered into an alternative written agreement with the supplier. Please use the following link to view our Purchase Order Terms and Conditions. Should you have any queries regarding the terms please contact Group Procurement.
In some circumstances Principality will negotiate a written contract with you to govern our relationship. Where a written contract is entered into, Purchase orders may still be raised to call off against the written agreement.
Supplier Relationship Management
Principality is committed to on-going relationship management with suppliers. As such, from time to time throughout the life of our contractual relationship some extra information may be requested from third party suppliers as part of an on-going due diligence regime, where the level of engagement will be set by the products and or services that are supplied.
Terms and Conditions for purchase of goods and/or services
In order to better control our costs, we have implemented a purchase to pay (P2P) system. This system allows us to raise Purchase Orders (POs) in advance of any goods being delivered or services being provided. Only on receipt of a PO from your contact within Principality should you commence any work on our behalf. Your invoice should quote the PO number. Any invoices received after 6th November 2017 without a valid PO number will be returned to you unpaid. Please read
If you have received a Purchase Order from us, please ensure you have read our terms and conditions for the purchase of goods and/or services. Please use the following link to read our Purchase Order Terms and Conditions.
These terms and conditions will apply to the purchase of any goods and/or services unless the Society has agreed alternative written terms and conditions with you.
Should you have any queries regarding terms between you and the Society, please contact Group Procurement.
Principality is committed to providing an ethical and moral working environment free from malpractice, harassment, bullying, discrimination and breaches of Health & Safety. In line with this commitment, we strongly encourage Suppliers and others with serious concerns about any aspect of the Principality’s work to come forward and voice those concerns and not to disregard malpractice in the workplace. Below is an extract from the Principality’s Whistleblowing Policy which also applies to third party suppliers.
This policy aims to:
- Set a framework within which people can raise concerns and receive feedback on any actions taken in respect of matters within the scope of the policy.
- Allow people to proceed further if they are dissatisfied with the Group’s response or if they feel they are unable to raise the concern with anybody in the Group.
- Reassure people that they will be protected from reprisals or victimisation for raising matters; i.e. reasonably believing them to be true and reasonably believing that making the disclosure is made in the public interest.
Scope of Policy
This policy applies to all colleagues across the Group and also to any temporary staff, external consultants, contractors and suppliers. This policy does not apply to grievances regarding employment matters as the Group has an established procedure - ‘The Grievance Policy and Procedure’ - in place to enable staff to lodge a grievance relating to their own employment. The “Whistleblowing Policy” should be invoked if an individual wishes to report information or concerns relating to any of the following issues:
- Financial malpractice [including failures to ensure the accuracy or integrity of the Group’s financial statements] or impropriety or fraud
- Failure to comply with a legal obligation or Statutes [including negligence or a breach of contract]
- A miscarriage of justice
- Dangers to Health & Safety of any individual
- Damage to the environment
- Criminal activity [including theft and drug abuse]
- Unauthorised use of the Groups assets or resources
- Improper conduct or unethical behaviour [Including offering or accepting brides under the Bribery Act 2010]
- Disclosure of Confidential Information
- Attempts to conceal any of these
If a concern has been raised under the whistleblowing policy, the concern will be reviewed and investigated.
All information will be treated in confidence, as far as it is possible to do so. Individuals are encouraged to give their name when raising an issue, as information given anonymously can cause difficulties in investigating a matter effectively and quickly. During investigations, every effort will be made to protect the individual’s confidentiality.
Protection for Individuals Raising Concerns
The Group seeks to encourage individuals to report concerns they have and will take any necessary action to protect the individual from harassment, victimisation, dismissal or any other reprisal. Concerns raised will be treated fairly and sensitively. Any staff member who is found to be victimising, harassing, or subjecting any other person who has raised a concern to any reprisal will be subject to disciplinary action.
Deterring or obstructing an individual from reporting a legitimate concern is viewed as a serious offence and may lead to disciplinary action. If an individual reports a concern in which they may also be implicated and they co-operate with the investigations and any other actions they may receive a lighter sanction than might normally be the case. However, any individual reporting a criminal offence, in which they are found to be involved, will not be protected from dismissal or any other action within the Group’s Disciplinary Procedure.
How to Report a Concern?
Any concerns raised through the Whistleblowing channel will be dealt with by an oversight team in Principality separate to Group Procurement or the Internal Supplier Relationship Manager.
To raise a concern under the Whistleblowing policy, please use our Whistleblowing Contact Form.
Group Procurement consists of a team that work out of Principality’s head office in the centre of Cardiff.
If you wish to contact us about goods or services you provide, please click on the Group Procurement Goods & Services Contact Form.
Contact Group Procurement
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