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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 approved by Nicholas Dvoracek (7363) in Learning Technologies before purchase.
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 Academic Computing Office (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 Susan Poff (2006) 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 Michelle Highley 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.
 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 Evan Schwalbe (4484) 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)

 

 

 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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by Poff, Susan L. last modified Feb 09, 2015 01:03 PM
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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