Purchasing - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog

• When it becomes known that a purchase that does not already have a contract and is not in the ShopUW+ catalog may exceed $5,000, a Purchasing intake form should be completed prior to contacting any vendors to ensure the correct process is followed.  L&S Division Finance Office will review and discuss the needs, options and necessary process and forms.  
• The ART Initiator will enter the requisition when all steps are complete.

Purchasing Thresholds and Requisitions

The order of determination of handling is based on the list below.

1. Mandatory contracts must be used for goods or services when applicable. (Staples for office supplies, BCE or other furniture contracts, etc.). 
2. Printing at or over $50.00 has special requirements.
3. The ShopUW+ Catalog should be used whenever possible.
4. Agreements, Contracts or Quotes for Signature for Goods or Services
   • $5,000 or more, or less than $5,000 requiring a PO, that need signature for goods or services starting in the next 12 months should be processed in Workday by the ART with a requisition and all required documentation for signature following the guidance below. 
   • $5,000 or less that do not require a PO, or events that are not within the next 12 months, all documents, including agreement and simplified bid or sole source, if required, must be processed as a requisition in Workday by the ART using 0001263003 UNKNOWN SUPPLIER / DO NOT PAY, and the internal memo must clearly indicate the request is for signature only/NO PO needed at this time. 
   • Do not send an email to a Purchasing Contact in Central Purchasing for signature.  All requests are being tracked through Workday.
   • Departments should never sign contractual documents or documents with terms and conditions with outside vendors.  Agreements with other UW Divisions (Housing, Union, etc) should be signed by an individual in the department who is involved in the transaction and they do not need to go to Central Purchasing for review.

Goods

1. Non-contract/catalog goods at $5,000 or less can be purchased as best judgment and should be purchased through requisition, direct payment or p-card.
2. Non-contract/catalog goods between $5,000.01 and $49,999.99 must obtain procurement authority with a simplified bid, sole source or other waiver.  All purchases for goods over $5,000 require a requisition.
3. Non-contract/catalog goods at or over $50,000 must obtain purchasing authority, which could be a lengthy process to do a request for bid or request for proposal.  Purchasing may also grant a sole source or Academic Support Services Agreement (ASSA).  All purchases at this level require a requisition.

Services (non-speaker/entertainer)

1. Non-contract/catalog services at $4,900 or less can be purchased as best judgment and should be purchased through requisition, direct payment or p-card.    
2. Non-contract/catalog services over $4,900 must be evaluated for the risk of costs exceeding $5,000 with a vendor.  If there is any possibility that the cost may exceed $5,000, purchasing authority must be obtained and a requisition entered.  
3. Non-contract/catalog service between $5,000.01 and $49,999.99 must obtain procurement authority with a simplified bid, sole source or other waiver.  All purchases for service over $5,000 require a requisition.
4. Non-contract/catalog services at or over $50,000 must obtain purchasing authority, which could be a lengthy process to do a request for bid or request for proposal.  Purchasing may also grant a sole source or Academic Support Services Agreement (ASSA).  All purchases at this level require a requisition.

Speaker and Entertainer Services

1. Speaker and entertainer services must include of all costs including fees, travel, shipping, etc., regardless of payment directly or on behalf of for the purpose of procurement authority, contracts and requisitions.  (UW-3067)
2. If a $5,000 flat fee is provided with no additional costs, including travel, are paid on behalf of the speaker or entertainer, this can be paid as a direct payment or on a p-card.  If the total amount including all travel paid to or on behalf of the speaker or entertainer exceeds $5,000, a speaker/entertainer contract is required as well as payment via a requisition.
3. Campus has a waiver for all speaker and entertainment contracts up to $25,000.  If over $25,000, we would need sole source documentation completed.

References:

• Purchase of Services Justification form.  Use this form for purchasing services at or over $5,000.  
  • If an HR review is needed for individuals or former UW employees, send forms to hrstaff@ls.wisc.edu for processing.
• Contract Details form must be completed for Services Greater than $5,000   Use this form for a vendor or an individual providing a service to the University.
• Non-competitive Purchasing Request form.  Use this form for purchasing equipment or other non-service related items from a non-contract vendor.
• Simplified bid process
• Simplified Bid Form
• How to purchase Goods and Services at UW-Madison - includes items requiring special approval prior to purchase

Illegal Purchase

Other Resources

Ineligible Vendors - certain vendors not eligible for the UW to make purchases from

• The Wisconsin Department of Revenue (DOR) and Department of Administration (DOA) maintain two lists for ineligible vendors/suppliers.
• For more information on the DOR list and how to help a vendor become compliant, see the Certification for Collection of Sales and Use Tax page

Internal Work Order Form 
Work Order

Other Resources