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General Purchasing Guidlines

There are a number of methods for purchasing items within the UW - Oshkosh Campus. Below is the decision making tree for purchasing goods or services.

1. Regardless of Dollar Value

The chart below will assist in the purchase of commonly purchased items at the University. The contact person listed will assist in the purchasing process and be available for questions regarding products or vendors. For questions regarding items not identified below please contact the Purchasing Office x0405 for assistance and clarification.


Process Contact Person
Audio Video Equipment
State Contract Available

Contact Media Services for assistance in the purchase of this equipment.
Nick Dvoracek (x7363)
Bus Rental -
School or Coach Buses

University Contract for Bus Services

Contact Kobussen (School) or Lamers (Coach) for assistance in rentals.
Brian Klinger (x0317)
Mobile Phones
Mandatory State Contract

Contact Purchasing to assist in determining which mobile device and plan will best meet your needs.
Purchasing (x0405)

Copy Paper
Mandatory State Contract

Order through Central Stores website
Dan Strey (x7008)
Copy Machines -
Leased and Used
Mandatory State Contract

Contact Academic Computing Help Desk to submit a request for a new or refurbished copier.
Barry Gauthier (x1012)
Computer Hardware, Software and Peripherals
Mandatory State Contracts

Purchases must be coordinated through Academic Computing to ensure compatibility with existing computer systems, support, and maintenance.
Academic Computing Help Desk (x3020)
Renovation/ Furniture Request
Mandatory processes/contracts
Complete  Renovation/Furniture Request
Susan Poff (x2006)
Software as a Service (SAAS)
Contracts available, if not on contract must follow standard procurement rules.

Contact Academic Computing for consultation on software that satisfies the department's requirements.
Laura Knappen (x2365)
Office Supplies
Mandatory State Contract

Contact Administrative Services for any contract details or concerns.
Susan Poff (2006)
Printing - On Campus
Contact Document Services first for all printing needs.

Examples: business cards, envelopes, classroom materials, brochures, postcards, booklets, posters, etc.
Patti Adkins (x1122)
Printing - Off Campus
Mandatory State and Local Contracts available.

If projects are unable to be produced by Document Services or it is more cost effective for off-campus production, contact Patti Adkins for Contracted Vendors.
Patti Adkins (x1122)
Scientific Equipment and Supplies
State Contracts available.

Contact the Purchasing Office for further details on vendors.
Purchasing (x0405)



2. Dollar Thresholds Under $5,000

Most commodities (e.g. books, calculators, office supplies, etc.) can be purchased using the department Procurement Card, providing that there are not mandatory State Contracts requiring purchase via a PO. If your department does not have a Procurement Card, contact Susan Poff for more information at x2006. Travel related transactions and Services (e.g. lodging, food, cleaning, catering, maintenance, etc.) under $5,000 CANNOT be charged to the Procurement Card; these purchases must be charged to your Corporate/Travel Card or reimbursed via a Direct Payment Request (DPR). For more information please consult the Procurement Card Restriction List. Serial Purchasing is also prohibited. This is the process of making a series of orders/purchases totaling more than $5,000 in any 90 day period to the same vendor for the same commodity or service without the benefit of the bid process.

If a Department does not have a Procurement Card, a Direct Payment Request (DPR) can be completed and submitted to the Accounts Payable Office for reimbursement or for payments which a department already has a bill.


3. $5,000 - $25,000 Purchases

 For purchases of items between $5,000 and $25,000 a competitive process is required where three quotes (verbal or written) need to be obtained from all vendors. Please forward a requisition with any quotes you've obtained to the Purchasing Office. A Purchase Order will be issued to the low/responsible bidder. The Purchase Order Form and instructions can be found on the UW - Oshkosh Purchasing Forms Page

Note: Services and Entertainment contracts over $5,000 must be processed with a Purchase Requisition. The contract must be submitted for review and signature by Vice Chancellor Thomas Sonnleitner, then forwarded to the Purchasing Office with the PO attached. 


4. Purchases over $25,000

For items over $25,000 a competitive process is required. If the item is well defined and price is the main factor an Official Sealed Bid will be issued. If both quality and price is a factor than a Request for a Proposal process will be used. Please contact Bob Breu at x0405 for assistance in purchasing items or services above this dollar range. Both of these processes take time so please contact the Purchasing Office as early as possible.

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by Metke, Angela M last modified Mar 19, 2015 08:02 AM
Contact Information

Administrative Services

800 Algoma Blvd.

Oshkosh WI 54901-3551

Dempsey 236

(920) 424-3990

Student Financial Services

(Tuition Billing Questions)

(920) 424-1332

Financial Aid Office

(920) 424-3377