Follow procurement rules – it is your responsibility
When making purchases within a research project, you must comply with procurement legislation or the fundamental principles of the Public Procurement Act (LoU). This applies regardless of how the research is funded. However, if the project receives funding from the EU, the requirements are even stricter. Your purchases will be closely reviewed, and if you have not followed the rules, you may lose all or part of the reimbursement for project costs. That is why it is important to understand the applicable rules – even before making any purchases.
Plan your purchases
Plan early in the project which goods and services you will need. This helps avoid delays later in the process.
- Check if any university office can provide the goods or services. You will find tips further down under the heading “Purchasing common products and services”.
- Check if the University has existing agreements with external suppliers that you can use. .
- Check if there are national framework agreements available. .
- Contact the Procurement and Purchase Office as soon as you know you need to initiate a procurement process .
Keep in mind that procurement takes time. Submit your request as early as possible. It typically takes between three and eight months from the time the request is received until the procurement is completed and you can make a purchase.
Purchasing common products and services
Below are some common products and services that can be purchased through existing agreements or internal resources.
Business travel
When travelling for work, you must follow the University’s travel agreements. Umeå University has a contracted travel agency for most bookings, but some parts of the trip may be booked through other agreements. Aktum provides more information on booking hotels, flights, trains, taxis, group travel by bus, and more.
Chemicals, solvents, glass and lab utensils
ChemShop (Kemiförrådet) is Umeå University’s storage and ordering service for chemicals, solvents, glass and laboratory utensils, liquid nitrogen, dry ice, gas, and more.
Read more about ChemShop (91传媒在线)
Computers, monitors, phones
The Wisum e-ordering portal offers IT products from Umeå University’s contracted suppliers. You will find computers, monitors, phones, and accessories.
Conferences, room booking, and events
If you need help with conference coordination, booking services for venues, events, or smaller meetings, you can contact the University’s contracted conference coordinator.
Planning a conference or event involves work before, during, and after the event.
Digital development, IT support and advice
The IT Office can help you create a website, develop an app, or support the development, management, or operation of systems and digital products needed for your research project.
Contact the IT Office through ITS Servicedesk for support
IT systems or cloud services
The University has shared systems and cloud services that should be used as a first option.
Read more about software and services useful for researchers
If you have specific needs that cannot be met by existing services, a support team is available to assist you.
Photography, film, printed materials, advertising
Order studio photos, press images, or documentation photography from Inhousebyrån at the Communications Office, or through contracted suppliers.
You can also use the graphic design tool to design materials for printing that follow Umeå University’s visual identity.
Research equipment, office supplies, workwear
Marknadsplatsen is Umeå University’s e-ordering service for everything from office supplies to research equipment, workwear, and consumables. As a guest user, you can fill a shopping cart, but only an authorised purchaser can place the order.
Transcription
Umeå University has a contracted transcription service for research data. The service offers secure transcription of audio and video files containing highly sensitive data (Info Class 4). It is AI-based, reviewed, and fully operated within Sweden.
If your material does not contain highly sensitive data, you can use transcription services included in the university’s M365 license, such as Word. You may also purchase transcription through national framework agreements for language services. Which agreement applies depends on the language of the transcription.
Translation and language review
Umeå University has its own framework agreement divided by scientific field for translation into English and language review in English. For language services in other languages, use national framework agreements instead.
Use the guide
If you cannot find an existing agreement you can use, or if you need to initiate a procurement process, use . That page also contains contact details if you need help finding an existing agreement.
