Procurement policy

Definizione

A procurement policy defines mandatory rules for purchasing: approval authority, spend thresholds, competition requirements, conflict-of-interest and sustainability standards. It standardises behaviour, reduces maverick buying and provides a benchmark against which a procurement audit can test compliance.

Esempio

The policy requires at least three quotes above €25,000 and prohibits accepting gifts worth more than €50 from suppliers.

Perché rappresenta un rischio aziendale

Without a clear policy, purchasing decisions are made inconsistently across teams, creating audit exposure, fraud risk and the erosion of negotiated supplier terms. A policy that exists but is not enforced is almost as risky as no policy, since it creates the appearance of control without the substance.

Come gestirlo

• Write the policy in clear, actionable language and ensure every buyer knows where to find it.
• Set spend thresholds based on actual transaction data and review them regularly for relevance.
• Enforce the policy through system controls, not reliance on self-reporting.
• Train new staff and re-train after each policy update so awareness does not decay over time.
• Review and update the policy whenever procurement thresholds, regulations or organisational structure change.