Purchasing Goods and Services
Purchasing compliance can be complex due to the layers of rules. As a state institution, we are required to ensure compliance at every level. This purchasing and procurement information will hopefully help you determine your compliance obligations. Keep in mind that you can contact Purchasing at any time with questions.
When purchasing items, you should review the various procurement methods using a purchasing hierarchy. Shop@UW should always be consulted first. Ensure you are familiar with the existing contracts, special approvals, dollar amount limits, and ineligible supplier lists before purchasing using a Purchasing Card, Requisition Low Dollar Order or Purchase Order Request.
Orders over $5,000 may need a Competitive Bid Process.
UW-Madison provides a conduit for ordering directly from contracted suppliers for lab supplies, office supplies, and MRO items through Shop@UW. Shop@UW is the preferred way to purchase supplies for campus.
Utilizing the Shop@UW Web Ordering System is the most efficient way to take advantage of the conveniences of eCommerce when ordering from participating suppliers.
To purchase from Shop@UW, you will need to sign up for an account. Your account number will have an MD prefix and you are a MD account holder.
Each MD account holder will receive a monthly Shop@UW report.
Per System Internal Audit requirements the supervisor will be responsible to:
MD Account Holder Responsibilites
Each staff should have only ONE MD account in Shop@UW. Shop@UW has a Pre-Posting Allocation Tool (PAT) to ensure appropriate allocation for each transaction.
Per System Internal Audit requirements the MD account holder will be responsible to:
After supervisor approval, the MD account holder is required to retain the approved monthly report. The report must be available for potential audits for six years plus the current fiscal year.
SHOP@UW MONTHLY REVIEW
Beginning January 2020, Purchasing will email monthly Shop@UW reports to each MD account holder and their supervisor at the beginning of each month. The report will list each of the MD account holders purchases for the prior month.
Click on the Report thumbnail for an example.
CONTRACTS AND SPECIAL APPROVALS
There may be existing contracts or special purchasing authority for items you are interested in.
Please review existing contracts to ensure your item is not already contracted.
Review the categories to ensure your purchase does not meet the special approval criteria.
Most of the contracts established by the state are mandatory while University contracts are optional for the purchaser.
UW System, Madison, and DOA contracts can be accessed via a search feature on the University of Wisconsin Madison Business Services pages.
SPECIAL APPROVAL COMMODITIES/SERVICES
Even though a commodity or service you may want to purchase does not conflict with a mandatory contract, it may have other restrictions due to Federal or State requirements and University policies. When initiating a transaction, you should determine if any special approvals or adherence to other conditions are required. Orders cannot be issued to vendors until required approvals are in place. The following are examples of procurements that must meet special conditions or require additional approvals.
- Signage/Assistive Listening Device, etc. (Compliance to Americans w/Disabilities Act)
- Air Charter, 8 or less passengers (Wisconsin Air Service to provide)
- Alcoholic Beverages (University restrictions, approval for research use)
- Computers and Software (IT Services approval)
- Controlled Substances (State Controlled Substance Board and DEA registration)
- Fireworks, pyrotechnics (Risk Management approval)
- Furniture (BSI waiver - contact Purchasing)
- High Speed Copiers (DOA approval)
- Importing Goods (State, Federal, Customs regulations)
- Insurance (DOA Risk Mgt approval)
- High Risk Services (Proof of Insurance Coverage)
- Student Org Transactions (Dean approval)
- Legal Services (Governor's approval)
- Motor Vehicles (DOA, Governor's approvals)
- Printing over $50.00 (Creative Services must order)
- Radioactive Materials/Stable Isotopes (Risk Management approval)
- Temporary Help (Purchasing, Human Resources approvals)
- Trademarked Goods (Trademark Licensing verification)
- Weapons (Police and Safety approval)
- Architectural, structural, electrical, security system modifications (Facilities Mgt approval)
- Food Service on campus (Parkside Student Center approval)
- Personal items, e.g. snacks, beverages, creamer, sugar, lotion, Kleenex, cleaning supplies and other items for routine consumption by staff or students (Not allowed - contact Purchasing)
Help Wanted Advertising
The ordering department is responsible for obtaining all necessary hiring approvals before procuring help wanted classified advertising.
Note that employment ads for University Personnel CAN ONLY BE WRITTEN AND PLACED by the Human Resources Department to insure compliance with University Personnel System procedures.
For other vacancies, the requestor may also wish to consult with Human Resources when composing ad text. When ad content has been finalized and publish dates have been determined, the following procedure is to be followed for placing classified newspaper ads for other than University Personnel.
Temporary Help ads must have Human Resources and Purchasing approval.
Step 1: Prepare an LDO using the Purchase Authorization Form to authorize payment. The date the ad is to be printed along with a deadline date for receipt by the supplier should be clearly stated. Include the publication's contact information in the body of the order, i.e. email Order to email@example.com.
If time constraints do not allow for normal routing of the requisition for signatures, a copy may be emailed to firstname.lastname@example.org.
All contracts for purchase or other procurement documents requesting University signature, except for a receipt to acknowledge delivery, must be forwarded to Purchasing for signature.
Purchasing will review the agreement for terms and conditions not acceptable to the University and take appropriate action.
If you are purchasing an item from a supplier not on a contract, you should check out these lists. If a supplier appears on the following directories, they are ineligible. Do not purchase from these suppliers. If you have questions, contact Purchasing.
Common Special Approval Items
When a transaction under the delegated authority cannot be made with the Purchasing Card, a requisition bearing the required signatures authorizing funding must be submitted to Purchasing.
It may be advantageous to check with Purchasing prior to initiating a requisition to determine if a contract exists for the item you are considering.
When there is no applicable contract, a competitive process is preferred for purchasing goods and services.
Requisitions should be completed using the UW-Parkside Purchase Authorization form.
Properly completed forms are to be submitted to Business Services bearing the necessary signature approvals.
For instructions on the Requisition Purchasing Process, click here.
Parkside on 'RJELab\uwp' (J:) Drive>Campus Info>Business Services>Reference - Payment Tracking Logs>Req Number FY20xx.xls
The log is sorted by requisition number and lists the date entered onto the network by Purchasing.
Purchase of goods or services of $5,000 or less requires a best judgment decision. Obtaining competitive quotes is encouraged although documentation of competition is not required.
All campus departments are eligible to place allowable transactions up to $5,000 directly with suppliers without Purchasing pre-approval.
A principal point of contact is named in each delegated department to ensure records and documentation are available for department reference and audit. Purchasing provides delegation training. Contact Purchasing with questions about delegation authority.
If a Requisition is used rather than a P Card, please note that the Requisition should be sent to Business Services prior to an invoice. Your supplier should reference your requisition number on their invoice to ensure proper processing in Accounts Payable.
Whether you need a Purchase Order based on the dollar amount of the purchase or a supplier request, use this information to complete the PO process.
If you are purchasing an item over $5,000 or $50 for printing, check out the Bid Process page here.
If you have questions about POs or bids, contact Purchasing.
All transactions must have a signed Entertainment/Speaker Contract PRIOR to the event taking place. If the Speaker or Entertainer provides his/her own contract, then he/she must sign the University Standard Rider before Purchasing will sign their contract.
A Federal Employer Identification Number (FEIN)/Social Security Number (SSN) is required. This information should be submitted separately on a W9
The Speaker or Entertainer will receive a 1099.
For contracts with a total value of $7000, a Wisconsin Department of Revenue WT-11 form is required except under specific conditions. For more information, see UW System Administrative Policy 235 (formerly F31).
Academic Support Services Agreement
UW System Administrative Policy 235 provides information on Academic Support Services Agreements.
"Some services provided by independent contractors represent special talents needed by the UW System on a temporary basis to fulfill its missions of instruction, research and public service. If the service is a unique, noncompetitive activity supporting instruction/research/public service, it will be considered an Academic Support Service. If the cost of the service will be greater than or equal to $5,000, an Academic Support Services Agreement must be executed and approved by a contracting officer of the institution prior to commencement of the service to certify that the competitive purchasing process need not be used. An ASSA must be executed regardless of the payment method utilized.
If desired, an ASSA may also be executed in connection with contracts for services under $5,000.
In some situations, you will be engaging services rather than buying goods. Services involve hiring someone else to perform a task, including things like entertainment, speakers, or construction. In general, use the same process as you would for purchasing goods. There are a few instances where the process differs: specifically entertainers and speakers and acadmic support agreements. If you have questions about engaging services, contact Purchasing.
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During the campus closure, our staff will be working remotely from 7:45 am to 4:30 pm. Please reach out to staff by phone, email, Skype, or Jabber.
Please note that documents you would send via intercampus mail can be scanned and emailed to email@example.com