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Russell Labs Hub - Financial - Purchasing Quick Reference

This is a purchasing quick reference guide.

Finance Contacts:

 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, Alyson All Closeout of projects

See also:  Who Does What in the Hub and Alphabetical Listing of Hub Staff

UW-Business Services Purchasing Home Page:

Shopping Choices in Preferred Order:

  1. MDS (Shop@UW)
  2. Pcard - purchases UP TO $5,000
  3. Purchase Order - purchases OVER $5,000
    • For purchases over $5000, 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)

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.)
  • e-Reimbursement - must have receipts for most purchases. See the Receipt Requirements section of this page:

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.

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. There are some states that do not accept this.  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.

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   Doc ID:97308
Owner:Dixie L.Group:Russell Labs Hub
Created:2020-01-23 16:19 CSTUpdated:2020-12-16 15:32 CST
Sites:Russell Labs Hub
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