Financial - Purchasing Quick Reference

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


  • Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff

Select Hub Staff and Their Financial, Grants, and Payroll Responsibilities
Person Covers These Departments Responsibilities
Amber Oberdeck Entomology/Plant Pathology PO’s, E-reimbursements, Pcards, ShopUW+
Christine Terrien Forest and Wildlife Ecology/Hub PO’s, E-reimbursements, Pcards, ShopUW+
Candice Butler 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 Information

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

UW-Business Services Purchasing Links

Who You Can Purchase From

#1 Choice


If ShopUW+ Does Not Stock the Commodity...

Is the price under $5000?

Use the Pcard (UW credit card)

Is the price over $5000?

  • You MUST use a Purchase Order and...
    • 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):

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, please make a note on the tracking form why purchase was not tax exempt.
    If tax over $25 is incurred on a purchase that should have been tax exempt, please document your attempt to obtain a tax refund and submit to your Site Manager.

Office Supplies

  • Check ShopUW+ first.
  • Shoppers must use Staples via ShopUW+. They are the State-mandated vendor for office supplies

Additional Information

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



  • 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.).  Please screenshot and/or document if Concur cannot meet your needs.
  • e-Reimbursement - must have receipts for most purchases.  See the Receipt Requirements section of this page:
  • Sales tax is non-reimbursable on purchases in Wisconsin and other Tax exempt states.

See also: Travel Quick Reference

Items That Require Special Approval

See the Items Requiring Special Approval section of this page:

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


Keywords:Purchasing, Travel, e-Reimbursement, purchasing card, CONCUR, items requiring special approval, guide, purchasing quick start, purchasing quick start guide, quick start, ShopUW+   Doc ID:97305
Owner:Margaret W.Group:Russell Labs Hub
Created:2020-01-23 17:10 CDTUpdated:2022-03-01 13:51 CDT
Sites:Russell Labs Hub
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