Methods of Purchasing
There are a number of methods for purchasing items. Below is the decision making tree for purchasing goods or services
1. Regardless of Dollar Value
The following items should be purchased as follows:
Mandatory state contract for office supplies. Contact Susan Poff at 0946.
Contact Document Services at 1122
There is a mandatory state contract for this item. Contact Barry Gauthier in Postal Services at 1012.
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.
There is no mandatory state contract for this item. Any questions contact Purchasing 0405
There is a mandatory state contract for cell phones. Contact Terry Rudolph at 0405 for assistance.
There are various contracts for furniture. Contact Susan Poff at 2006 for assistance.
Cameras/Projectors/Camcorders, etc.: State contract available. Contact Julie Lemanski at 3351 for approval/assistance.
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.
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 email@example.com
*Special note: Do not use the purchase card for any computer hardware/software purchase totaling over $100 without approval by Purchasing or Academic Computing.
Mandatory State of Wisconsin computer printer, supplies, parts, accessories & related services state contract #15-20477-200. Contact Helpdesk at 3020 or firstname.lastname@example.org for purchase quote. The purchase card may be used to purchase the printers from the vendors listed on the State contract. Contact Purchasing at 0405 for more info.
Contact Terry Rudolph at 0405 in Purchasing for Letterhead, Envelopes (plain and printed), SPECIAL NOTE – PROJECTS SHOULD FIRST BE DIRECTED TO DOCUMENT SERVICES.
State contracts available – contact Purchasing at 0405 for more information.
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
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:
Individual airline, rail, and bus tickets
Fees (witness, court filing, tuition, royalties)
Fire Call Claims
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.
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 Terry Rudolph at 0405 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.