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PURCHASING CARD  RESTRICTION LIST

The Purchasing Card is intended for best judgment purchases (< $5,000).  Purchases made with this card must comply with the Department of Administration and the UW Oshkosh Purchasing procurement policies and procedures.

 

The Purchasing Card MAY NOT be used to purchase the following:

Item
Details & Contact Information
Air Fare, Rail, Bus Fares, Taxi & Limo's

 Travel card should be used for travel expense
Alarm/Security Systems

 When looking to attach something or making a change to a campus building a Renovation Request must be completed. Our Planning and Construction department will evaluate the request and will accompany your department in project.
Alcoholic beverages, drugs or pharmaceutical products

Drugs are allowable when purchased by appropriate department, i.e. Student Health Centers and all procurement policies and procedures are followed.
Ammunition or firearms

 Allowable when purchased by appropriate department i.e. Police and Security and purchased on the mandatory Statewide Contract for Ammunition.
Audio Visual Equipment

Needs to be approval prior to purchase. Please contact the Victor Alatorre (0480).
Buses
For Chartered buses such as Kobussen, Lamers, etc. you must contact Brian Klinger (0317)
Business Cards

Can be purchased through Document Services. Visit their website to fill out an order form.
Capital equipment (> $5,000) or component parts

 
Cash Advances (ATM machines)

 Strictly Prohibited
Central Stores Items

Includes paper, batteries, band aids, janitorial supplies, etc.
Computer Hardware/Software

Purchases must be coordinated through the Information Technology Dept (3020)
Construction & Renovation Items

 When looking to attach something or making a change to a campus building a Renovation Request must be completed. Our Planning and Construction department will evaluate the request and will accompany your department in project.
Donations or Contributions

Including donations to individuals/organizations/vendors where part of the purchase price is applied to causes.
Expenses for faculty and staff recruiting or entertainment of prospective employees


Flowers/Gifts/Awards
Some accounts may allow for purchase of these items. Contact Mai Lee (0946) for further clarification or access to the UW System Policy Papers regarding these types of purchases. (See Policy Paper #46).
Food/Beverages
These purchases must be made with Meal or Beverage Requisitions and submitted to Financial Services in Dempsey 236.
Furniture
When looking to purchase new furniture Furniture Request must be completed . Our Planning and Construction department will evaluate the request and will accompany your department in the furniture purchase.
Gasoline/Fuel
 All gasoline/fuel, including gasoline/fuel for lawnmowers and other off-road units, must be obtained from the campus fueling station, if available, or purchased using a Voyager fuel card.
Gift cards

 Strictly Prohibited
Greeting cards for personal use

This includes birthdays, get well, special occasion, etc.
Hazardous or radioactive materials and chemicals

This includes purchase or removal of such items. Contact Dan Strey (7008)
Hospitality/Entertainment
 
Ineligible Vendors

The use of an ineligible vendor is not allowable.
Insurance
Not allowable, all insurance must be processed through Risk Management. Contact Jamie Schwister (1009)
Leases/Rentals
For more vehicle rental information contact Michelle Highley (0837).

For any building leases / rentals contact JoAnn Rife at 2438.
Lodging
The Corporate VISA card should be used for these transactions. Then process a Travel Expense Report (TER) for reimbursement. Also, see Policy Paper #36.
Meals & other miscellaneous travel expenses

Meals taken during travel should be purchased using the Corporate VISA card and then processed using a Travel Expense Report (TER) for reimbursement.
Moving Expenses


First issuance/new Memberships Dues
Must be processed using a Direct Pay Request (DPR). Submit to Michelle Highley (0837). For more information see Policy Paper # 34.
 Motor Vehicles

 Strictly prohibited
 Paper
This is a Central Stores stocked item. We have Mandatory State Contracts for paper purchases and Central Stores abides by these contracts. For questions regarding special paper purchases contact Purchasing (0405).
 Parking Permits

Parking permits during travel should be purchased using the Corporate VISA card and then processed using a Travel Expense Report (TER) for reimbursement.
 Party Supplies

 Any items purchased for office parties or celebrations, including plates, cutlery, napkins, decorations, etc.
 Payments to individuals, employees or students for any reason

 These payments should be processed using a Payment to Individual form and submitted to Michelle Highley in Accounts Payable.
 Personal Items

 This includes seasonal decorations, facial tissue, greeting cards, invitations, paper cups, plates, pictures, plants, radios, coffee pots, heaters, refrigerators, microwave ovens, potting soil, and plants for office use.
 Phone Cards

 Strictly prohibited
 Printing
 All purchases of letterhead, envelopes, brochures, flyers, posters, duplicating, forms, etc. must be processed through Document Services
 Radioactive Materials

 Contact Dan Strey (7008) regarding such materials.
 Registration Fees pertaining to social/fundraising events.

 These purchases are considered personal expenses and must be paid with personal funds.
 Retirement gifts (plaques, etc.)

 Should be done as a personal purchase
 Serial Purchasing

 Serial Purchasing occurs when transactions with the same vendor in a time frame of 90 days exceeds $5,000 are split in order to avoid the bidding process.
 All Services
i.e.legal services, moving services, medical services, consulting services, temporary help / clerical labor


 Including maintenance on equipment, window washers along with any type of service that requires a vendor to come on campus and provide a service.

Purchasing services leads to liability issues. See Vendor Certificates of Insurance guidelines. Also go to VendorNet and click on the State Procurement Manual. Then click on PRO-D-34 Certificates of Insurance General Policies
 Travel
 See Policy Paper # 36 or contact Michelle Highley (0837)
Work Center Purchases


 

 

 NOTE:

For commodities and services available on Department of Administration (DOA) contracts refer to the VendorNet System--See link below.   Once on the VendorNet System click on “Login”.  Your user name and password is as follows:

                                       http://vendornet.state.wi.us/vendornet/

Username:  uwosh

Password:  titans

Click on send

Under “View Only Information”  click on “Numerical Listing of State Bureau of Procurement Statewide Contracts”  You now have access to all the DOA contracts.  Any contract beginning with the number:  10, 14 or 15 are considered mandatory contracts.  Contracts beginning with 18 or 20 are considered Sole Source contracts that required a Governor’s Waiver.

Using the back button on your browser go back one page and click on “Other Contract Resources”

You can now access “UW Madison and UW System Purchasing Contracts

These are optional contracts that we can utilize.  

Any questions regarding this link contact Purchasing at 0946.

 









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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