CHM Purchasing - Over $5000

All purchasing over $4,999 must be done through ShopUW+. You will work with CHM Purchasing to complete and submit all forms for the requisition (request for purchase). Each requisition is unique and will require different forms. Requisitions turn into Purchase Orders after they are approved.

Services can not start and/or goods can not be ordered until a Purchase Order has been approved by University Purchasing Services and there is an active Purchase Order number.
Purchase Order numbers start with MSN.  

A purchase of goods/services $5k or over should not be promised to any vendor by anyone at CHM prior to receiving approval through University Purchasing Services!

Follow the below steps:
Involve chm_purchasing@chm.wisc.edu as early as possible!
Follow up on requests for additional information. 

1. Check UW contracted vendors to see if there is one that carries the product or service you need.
                It is always best/preferred (and fastest!) to use a UW contracted vendor if possible.
2. Obtain a quote from the vendor you wish to use.
                Please send the quote you received to chm_purchasing@chm.wisc.edu to get things started.

Purchasing from a vendor that is not a UW contracted vendor?
There are two options to get started:

1. Simplified Bid - You must obtain 2 more quotes (3 total quotes) in addition to the quote you already have.
                Send the three quotes to chm_purchasing@chm.wisc.edu
2. Sole Source - You must fill out the Non-Competitive Purchasing Request Form, located HERE.
                Send this form along with the quote to chm_purchasing@chm.wisc.edu


        **Pro Tip: Sole Source Purchases do not require the additional quotes. However, they take 3x as long and require multiple forms, approvals, and justifications. Simplified Bid is always the fastest and most efficient way if you have to purchase from a vendor that is not a UW contracted vendor! 

What happens after CHM purchasing submits a requisition?

  1. It gets sent to the L&S Business Office
  2. It passes through a first level approval in the L&S business office
  3. It passes through a second level approval in the L&S business office
  4. It gets sent to University Purchasing Services
  5. University Purchasing Services works through any necessary or potential contract, insurance, or legal issues
  6. University Purchasing Services issues a Purchase Order. This includes informing the vendor of the Purchase Order and providing them instructions on how to submit invoices for payment. 

           ***Plan ahead. The entire process can take as long as 2-5 months! Sometimes longer than that!

                                                       


Keywords:
Purchases, Purchasing, Purchases over $5,000 
Doc ID:
131539
Owned by:
Debra D. in Center for Healthy Minds
Created:
2023-09-19
Updated:
2024-09-05
Sites:
Center for Healthy Minds