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 Items 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.

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

Emergency Purchases - This is Rare

   B. If an emergency event disrupts the university mission or threatens the public health, safety, security, welfare, and all of the below conditions exist, then this policy should be used:

• • was unforeseen;
  • calls for immediate action;
  • and cannot be responded to using established procurement methods

For emergency procurements, Departments should seek quotes to the greatest extent possible.  For questions, contact the appropriate member of the Purchasing Services team in the Division of Business Services.

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