1.   Regardless of Dollar Value 

The following items should be purchased as follows:

Office Supplies

Mandatory state contract for office supplies. Contact Susan Poff at 0946. 

Business Cards

Contact Document Services at 1122

Copiers

There is a mandatory state contract for this item. Contact Barry Gauthier in Postal Services at 1012.

Copy Paper

This is a Central Stores stock item.  Contact Dan Strey at 7008.  Otherwise, there are mandatory state contracts for all types of paper.  To access these contracts contact Red at 0405.

Fax Machines

There is no mandatory state contract for this item.  Any questions contact Purchasing 0405

Cell Phones

There is a mandatory state contract for cell phones. Contact Terry Rudolph at 0405 for assistance.

Furniture

There are various contracts for furniture. Contact Ramona Holdren at 2006  for assistance.

Audio Visual Equipment

Cameras/Projectors/Camcorders, etc.:  State contract available.  Contact Julie Lemanski at 3351 for approval/assistance.  

Services

Any time a vendor comes on campus and provides a service (i.e., maintenance and/or repair of equipment, entertainment services, facility rentals, cleaning, etc) contact the Purchasing Office at 0405.  Also, ALL CONTRACTS that need a signature must first go through the Vice Chancellor for Administrative Services Office for review and signature.

Computer Hardware/Software

State Contracts available.  Purchases must be coordinated through the Academic Computing Office to ensure compatibility with existing computer systems as well as being able to be supported by Academic Computing.   Contact Academic Computing Services Helpdesk at 3020 or email acshelp@uwosh.edu

*Special note:  Do not use the purchase card for any computer hardware/software purchase totaling over $100 without approval by Purchasing or Academic Computing.

Computer Printers

Mandatory State of Wisconsin computer printer, supplies, parts, accessories & related services state contract #15-20477-200. 

The purchase card can be used to purchase the printers from the vendors listed on the State contract.  Contact Purchasing at 0405 for more info.

Printing

Contact Brian Klinger at 0317 in Purchasing for Letterhead, Envelopes (plain and printed), SPECIAL NOTE – PROJECTS SHOULD FIRST BE DIRECTED TO DOCUMENT SERVICES.

Scientific Equipment/Supplies

State contracts available – contact Purchasing at 0405 for more information.

Travel

Any expenses or questions related to travel contact Michelle Highley at 0837.  The VISA Purchasing card is not to be used for travel related charges (i.e., lodging, food, etc.)

2.  Dollar Thresholds Under $5,000

Procurement Card

Most commodities (e.g. books, calculators) can be purchased using the department Procurement Card providing there are not mandatory State contracts available.  If your department does not have one, contact Sue for information at 0946.  Travel related transactions and Services (e.g. lodging, food, cleaning, catering, maintenance) under $5,000 cannot be charged against a Procurement card.  Registration fees are currently the only allowable travel expense that may be charged to the Procurement Card (Any questions contact Susan 0946 for assistance). 

 It is illegal to make 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.

Check with Order/Direct Charge

Simply complete the Direct Payment Request Form and attach the order form, invoice or other supporting documentation and forward to the Accounting Office for processing transactions that you already have a bill for.   If you want a check to accompany an order you can either enter a requisition on line and Purchasing will do the rest.  Make sure you state in the Comments area that a check must accompany order.  Or, you can fill out a Departmental Purchase Order (DPO) and forward to Accounting.  Please make a note on your request that a check needs to accompany order or that you want the check sent directly to you so you can pick up the goods. 

Examples of direct charges would include:

 Memberships

Individual airline, rail, and bus tickets

Medical Bills

Building rentals

Fees (witness, court filing, tuition, royalties)

Fire Call Claims

Utility Bills

Payment to Individuals Report (formerly Honorariums)

Note:  normally a check will accompany an order because the vendor does not accept the VISA card or purchase orders.

$5,000 - $50,000

A competitive process is required. 3 quotes (verbal or written) needs 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 Requisition Form and instructions can be found by going to the UW Oshkosh Web Page and click on the Index.  Scroll down and click on Financial System Forms

SPECIAL NOTE:  Services and Entertainment contracts over $5,000 must be processed with a Purchase Requisition.  The contract must be signed by Tom Sonnleitner or his designee and sent to Purchasing along with the Requisition.

Over $50,000

Items over $50,000 require an official competitive process. 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 then a Request for Proposal process would be used. Please contact Brian Klinger at 1191 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.