PECOS instructions when using charity funds

If you are a requisitioner on the charity’s cost centre code

Please ensure you reference the fund number in the internal comments.

Your requisition will come through to the charity to be approved. Our financial controller will issue a VAT exemption certificate for all eligible medical, scientific, and research equipment and consumables and the VAT will be removed.

If you are not a requisitioner on the charity’s cost centre code, please refer to these instructions.

It is essential to follow these steps to ensure your procurement purchases are invoiced to the charity and do not come out of your departmental budget.

1. Purchase items on PECOS through your departmental budget code. You must note your grant reference number or the special purpose fund (SPF) number in the internal comments. Non-catalogue items can be purchased, please contact the helpdesk [email protected] if you need assistance, or check the freenet page here for guidance.

Please note it is essential you email the charity beforehand if you are purchasing medical or research equipment as they qualify for VAT exemption. This saves the trust and the charity 20%. Please send the charity a quote or pro-forma invoice and we will issue you with a VAT exemption certificate to upload with your requisition and send to the supplier.

2. You will also need to send the grant reference number or fund number to the supplier, with instructions to reference it on their invoice so that we can link the invoice back to the grant/SPF. Please also include the VAT exemption certificate if necessary.
3. Email the finance contact for your department and ask them to look out for your requisition number, notifying them that the trust will need to invoice the charity following confirmation of receipt on PECOS. If you do not know your departmental finance contact, please ask your head of department for assistance.
4. Once the item is receipted, please contact the finance colleague again, to notify them that the item has been receipted and they can now invoice the charity. Please reference your grant reference number or fund number in any communications with them and ask that they put this on the invoice.
5. The finance team will then generate an invoice to the charity which we will pay from either the grant or the special purpose fund.

Please note, if you do not follow steps 3 and 4, the expenditure will come out of your departmental budget and the charity will not be charged for it.

• If you need assistance with how to use PECOS please contact the helpdesk at [email protected].
• If you need help from the finance team please contact your trust finance department lead.
• If you have a grant or special purpose fund query please contact [email protected], or [email protected]