Purchasing Quick Reference

This doc outlines references that can be used to purchase goods and services. Examples: lab supplies, computer equipment

Audience: 

Russell Labs faculty, staff and students


Hub Staff Dealing with Financial/Accounting and Payroll/Benefits Issues

Person Covers These Departments Responsibilities
Amber Hawkey Entomology/Plant Pathology PO’s, E-reimbursements, Pcards, MDS
Christine Terrien Forest and Wildlife Ecology/Hub PO’s, E-reimbursements, Pcards, MDS
Calvin Phomsena Entomology/Plant Pathology Payroll, benefits
Sonia Beyer, Alyson Amenda Forest and Wildlife Ecology/Hub Payroll, benefits
Laurie Luther All Pre-award
Amber, Christine, Margaret All Closeout of projects

Additional Info:

Who Does What in the Hub and Alphabetical Listing of Hub Staff


UW-Business Services Purchasing Links


Who You Can Purchase From

#1 Choice:  MDS (Shop@UW)

If MDS does not stock the commodity...

Price UNDER $5,000 Price OVER $5,000
Pcard (UW credit card) MUST use a Purchase Order
  You must either:
- purchase from an eligible vendor with a current UW or State of Wisconsin purchasing contract OR
do a 3-vendor quote (called a simplified bid)

Pcard Purchases:

Ineligible vendors Check the ineligible vendor lists (there are 2):
https://businessservices.wisc.edu/purchasing/how-to-make-a-purchase/how-to-buy-a-product/#buy-products
Purchase limit Purchase must be under $5,000.
You can NOT split the transaction up to meet this requirement. That is considered serialized purchasing.
Tax exemption The UW is tax exempt with most purchases.
Some states do not accept this. For those states, document that you attempted to make a tax exempt purchase.
Office supplies - Check MDS first.
- If you can’t find the item you want, check Staples. They are the State-mandated vendor for office supplies.

Additional info:

NOTE: You are not allowed to sign ANY contracts on behalf of the University, including software licenses.


Travel

e-Reimbursement

https://businessservices.wisc.edu/travel-reimbursement/

  • Make sure to read the UW travel policy; traveler training is available.
  • You MUST be a UW-authorized driver if driving ANY vehicle for UW business.
  • You must book as much as possible through CONCUR(air, hotel, etc.)
  • e-Reimbursement - must have receipts for most purchases.  See the Receipt Requirements section of this page: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/

See also: Travel Resources

Concur Questions:

Check with Laurie Ballentine in room 237. Laurie also as a Pcard for the Hub that can be used to purchase travel or lab supplies.


Items That Require Special Approval:

See the Items Requiring Special Approval section of this page:

https://businessservices.wisc.edu/purchasing/how-to-make-a-purchase/

Click to expand the Products and services requiring special approval box.




Keywords:Purchasing, Travel, e-Reimbursement, purchasing card, CONCUR, items requiring special approval   Doc ID:97305
Owner:Dixie L.Group:Russell Labs Hub
Created:2020-01-23 16:10 CSTUpdated:2021-01-14 10:14 CST
Sites:Russell Labs Hub
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