Assistance from Purchasing Services during COVID-19

The Purchasing Office is working normal business hours in Graff Main Hall. Please email or call us at 608.785.8501 for assistance.

COVID-19 - Purchasing Procedures

Campus Communication on 7/14/20 expanding section

Effective July 15th, the current restriction on purchasing cards (PCards), Shop@UW, and CDW-G will be adjusted to a purchase limit of $2,500.  For all purchases, including purchase requisitions, College Dean or Division Vice Chancellor approval is needed only if the purchase exceeds $2,500.

Updated Purchasing Approval Guidelines:

  • Purchases under $2,500 will require a statement of business purpose.
  • Purchases over $2,500 will require WISDM Account Manager and College Dean or Division Vice Chancellor approval, along with a statement of business purpose.
  • Purchases over $10,000 will require approval from the Budget Office and Division of Administration & Finance Office approval, along with a statement of business purpose.

Purchasing Card specifics:

  • PCard Reactivation: prior to PCards being reactivated, cardholders are required to complete a PCard Refresher.  The PCard Refresher consists of a brief PowerPoint presentation followed by a short Qualtrics quiz. After completing the quiz, you will receive an email notification regarding the reactivation of your PCard(s) within two (2) business day Please click the following link to complete this activity: https://www.uwlax.edu/globalassets/offices-services/business-services/refresher-training-for-existing-cardholders.pdf
  • PCard Statement Processing: approved statements, along with the receipts/supporting documentation, are to be submitted within two weeks of the statement date via email to PCards@uwlax.edu.
  • Delinquent PCard Statements: due to COVID-19, PCard statements dated March 20, 2020 or earlier, along with the receipts/supporting documentation, can be submitted through September 30, 2020 via email to PCards@uwlax.edu. Statements not received by September 30, 2020, will result in PCard(s) being inactivated.

For procedures, resources, and contact information for the Purchasing Designee for your college or division, please visit: COVID-19 - Purchasing Request Procedures

All items purchased are University property and must be returned at the end of telecommuting. 

COVID-19 Cloth Face Masks & Disinfecting Supplies Information & Ordering expanding section

Please visit the Facilities Planning & Management website for more information regarding COVID-19 workplace guidelines and resources including cloth face masks and disinfecting supplies.

For COVID-19 supply requests, please visit the iServiceDesk.

Campus Communication on 4/16/2020 expanding section

Due to the financial impact of the COVID-19 pandemic crisis, the university has instituted measures to temporarily reduce operating expenditures. As a means to manage this endeavor, purchases for essential items must be made through the college dean’s office for academic departments or division vice chancellor for non-academic units.

Examples of essential purchases include:

  • Instructional materials (for FY20 only)
  • Telecommuting supplies
  • Membership and subscription renewals
  • Software License/Maintenance renewals

Examples of non-essential purchases include:

  • Conference registrations
  • Travel
  • Office supplies

Effective  April 16th, individual PCards will be inactivated and Shop@UW accounts will be suspended, except for designated individuals such as Purchasing Designees.

To assist with PCard and Shop@UW purchases, the dean and vice chancellor offices have each designated an individual (Purchasing Designee) for processing these requests.

Individuals can request purchases for the following:

All purchase requests must include the following:

  • Business Purpose
  • Essential purchase rationale
  • WISDM Account Manager approval
    • College Dean or Division Vice Chancellor approval

All purchases over $5,000 will also require approval by the Office of Administration & Finance prior to being processed by Purchasing Services.

All items purchased are University property and must be returned at the end of telecommuting.

It is recognized that these changes to UWL’s current processes for purchasing goods and services will cause some inconvenience for departments, but these are temporary measures needed to provide the university with the ability to manage the financial challenges of the COVID-19 crisis.    

Purchasing Request Procedures

Purchasing Card (PCard) expanding section

PCard Reactivation:

Effective July 15th, the University will be reinstating the use of individual PCard(s) with a single purchase limit and a billing cycle limit of $2,500.  As part of the reinstatement process, cardholders are required to complete PCard Refresher in order to reactivate their PCard(s).  The refresher consists of a brief PowerPoint presentation followed by a short Qualtrics quiz.  After completing the quiz, you will receive an email notification regarding the reactivation of your PCard(s) within two (2) business day.  Please view the PCard Refresher PowerPoint.

PCard Statement Processing:

Approved statements, along with the receipts/supporting documentation, are to be submitted within two weeks of the statement date via email to PCards@uwlax.edu

Delinquent PCard Statements:

Due to COVID-19, PCard statements dated March 20, 2020 or earlier, along with the receipts/supporting documentation, can be submitted through September 30, 2020 via email to PCards@uwlax.edu.  Statements not received by September 30, 2020, will result in PCard(s) being inactivated.

PCard Purchases over $2,500:

Please utilize the following steps to request a purchase over $2,500.

Requestor:

  1. Find the item you are requesting to purchase and provide the following information to the WISDM Account Manager for approval:
    1. Screenshot of the item.
    2. Funding string to charge (Fund-Program-Department).
    3. Quantity of item to purchase
    4. Total dollar amount of purchase
    5. Business purpose
    6. Delivery Address including City, State and Zip Code
    7. Delivery Address Phone Number
    8. Vendor information
  1. Web address (URL) of vendor
  2. Contact Name, if applicable
  3. Contact Phone Number and/or email address, if applicable
  1. Upon delivery of your order, send an email confirmation of receipt to the Purchasing Designee for your college or division.

Approvers:

  1. 1st Approver - WISDM Account Manager:
  1. Review the purchase request.
  2. If approved, forward the email with “Approved” to your college dean or division vice chancellor.
  3. If denied, please reply to the requestor.
  1. 2nd Approver – Dean or Vice Chancellor:
    1. Review the purchase request.
    2. Forward the email with “Approved” to the Purchasing Designee and cc: the requestor.
    3. If denied, please reply to the requestor.

Purchasing Designee:

Upon receipt of approval email from the Dean or Vice Chancellor:

  1. Contact the supplier to place the order or order via vendor website.
    1. Use Requestor’s specified delivery information.
    2. Notify the vendor that the University is tax-exempt.
    3. Request an emailed copy of the invoice/order confirmation.
    4. Prior to the end of the funding reallocation cycle, go into US Bank AccessOnline Transaction Management and update the funding string information for the transaction.
      1. Please see the following for:
        1. Instructions
        2. Funding Reallocation Calendar
  2. Retain the following supporting documentation to attach to your PCard Statement.
    1. Original request for purchase.
    2. WISDM account manager and dean or vice chancellor approval.
    3. Invoice/order confirmation.
    4. Receipt of goods email confirmation from the requestor.

Questions?  Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501

CDW-G expanding section

Purchases of $2,500 or less:

Existing users can log-in to their CDW-G account to place an order. Please note that you will need to update the following:

    1. Payment Option = Net Terms
    2. PO = Department Name
    3. Cost Center = Funding String entered on the quote

To request a CDW-G account, please contact the Eagle Help Desk at helpdesk@uwlax.edu.

CDW-G Purchases over $2,500:

Please utilize the following steps to request a purchase over $2,500.

Requestor:

  1. Find the items you are requesting to purchase and create a quote for the purchase.
  2. If needed, update the Delivery Address information. For directions on updating the Delivery Address, please view the instruction sheet.
  3. Send an email to the WISDM Account Manager for approval:
    1. Attach the quote to the email.
    2. Include the following information in the email:
      1. Funding string to charge (Fund-Program-Department).
      2. Business purpose
  1. If the request is approved, you will receive an email from ITS regarding the order.

Approvers:

  1. 1st Approver - WISDM Account Manager:
    1. Review the purchase request.
      1. If approved, forward the email with “Approved” to your college dean or division vice chancellor.
      2. If denied, please reply to the requestor.
  1. 2nd Approver – Dean or Vice Chancellor:
    1. Review the purchase request.
      1. If approved, forward the email with “Approved” to purchasing@uwlax.edu.
      2. If denied, reply to the requestor.

Questions?  Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501.

Shop@UW expanding section

Advantages of purchasing via Shop@UW

  • Faster and easier buying process
    • Many vendors and products available in one place
    • No purchase requisitions required
    • Next day shipping is included in the pricing
  • Increased compliance
    • Always buying from an approved and contracted vendor
    • All purchases are tax-exempt
    • Staples is on Shop@UW for office supplies. Staples is the state mandated vendor for office suppliers

To learn more about Shop@UW, please click on :https://mediaspace.wisc.edu/media/Shop%40UW+Training/1_c2giukxy.

To request a Shop@UW account, please complete the following form to Create or Revise a Shop@UW Account.  Return the completed form to: purchasing@uwlax.edu.  You will receive an email from Shop@UW regarding your account, typically within three (3) to five (5) business days.

Shop@UW Purchases over $2,500:

Please click on the following link for the steps to complete a Shop@UW Purchase Request

Questions?  Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501.

Software & Software Maintenance expanding section

Requests to purchase Software and Software Maintenance/License either for new or renewals requires a Purchase Requisition.  Additionally, all requests must be submitted through the ITS Web Help Desk for processing, regardless of the purchase method.

Please utilize the following steps to request a software purchase.

Requestor:

  1. Click the link to open the Purchase Requisition Form
  2. Save this form on your desktop.
  3. Open the saved Purchase Requisition Form.
  4. Fill in the fields on the form and save.
  5. Email the form and supporting documentation to the WISDM Account Manager for approval.
    1. Use the following subject line: PR - [Vendor Name] - [Dollar Amount].
      1. Example: PR - LAMERS - $642.00
  6. Submit only one purchase requisition per email.
  7. Upon receiving the appropriate approvals, go the Web Help Desk at: https://support.uwlax.edu
  8. Click on Request Type then choose - I need to purchase and select Software/Software Maintenance.
    1. Follow the Instructions (shaded in green).

Once you submit this ticket, your request will go through an approval process within Information Technology Services (ITS) and then be routed to Purchasing for further processing.

Approvers: 

  1. WISDM Account Manager – for all purchases:
    1. Review the Purchase Requisition Form and supporting documentation.
      1. If $2,500 or less, reply to the email with “Approved”
      2. If over $2,500, forward the email with “Approved” to college dean or division vice chancellor for their approval.
  2. Dean or Vice Chancellor – only for purchases over $2,500:
    1. Review the Purchase Requisition Form and supporting documentation.
      1. Forward the email with “Approved” back to the requestor.

Questions? Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501.

Computers & Computer Hardware expanding section

All campus technology hardware purchases must be made through the Campus Technology Purchasing page. By using this site you ensure your hardware is supported by ITS.  Requests are routed to Purchasing to obtain the appropriate approvals and upon verification, ITS will submit the order.

Questions? Contact the ITS Helpdesk: helpdesk@uwlax.edu or 608-785-8774.

Other Purchases expanding section

All other purchase requests will require a Purchase Requisition.  Please utilize the following steps to request a purchase.

Requestor:

  1. Click the following link to open the Purchase Requisition Form
  2. Save this form on your desktop.
  3. Open the saved Purchase Requisition Form.
  4. Fill in the fields on the form and save.
  5. Email the form and supporting documentation to the WISDM Account Manager for approval. Use the following subject line: PR - [Vendor Name] - [Dollar Amount].
      1. Example: PR - LAMERS - $642.00
  6. Submit only one purchase requisition per email.

Approvers: 

  1. WISDM Account Manager – for all purchases:
    1. Review the Purchase Requisition Form and supporting documentation.
      1. If $2,500 or less, reply to the email with “Approved”
      2. If over $2,500, forward the email with “Approved” to college dean or division vice chancellor for their approval.
  2. Dean or Vice Chancellor – only for purchases over $2,500:
    1. Review the Purchase Requisition Form and supporting documentation.

Forward the email with “Approved” back to the requestor

Questions? Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501.

Purchasing Designees expanding section

To assist with purchases over $2,500 via PCards and through Shop@UW, campus administration recognized the need for each division and college to designate an individual to centrally process these transactions. The Purchasing Designee will assist with PCard and Shop@UW purchases over $2,500 by providing the following services:

  • Procurement of goods
  • Recordkeeping for purchases
  • Confirm the receipt of goods
  • Transfer charges to the appropriate funding string

AREA

Purchasing Designee

Email Address

Academic Affairs

AARON NIELSEN

ANIELSEN@UWLAX.EDU

Academic Affairs

BENJAMIN CORNFORTH

BCORNFORTH@UWLAX.EDU

Library

INGRID IVERSON

IIVERSON@UWLAX.EDU

School of Education & Extended Learning

JILL KIRKPATRICK

JKIRKPATRICK@UWLAX.EDU

Student Affairs

KATHRYN OLESON

KOLESON@UWLAX.EDU

Student Affairs

FAITH BERGIN

FBERGIN@UWLAX.EDU

University Advancement

MAEGAN AMES

MAMES@UWLAX.EDU

Diversity & Inclusion

BRUCE BANES

BBANES@UWLAX.EDU

Administration & Finance

ROBIN TUXEN

RTUXEN@UWLAX.EDU

College of Business Administration

CORINNE RHEINECK

CRHEINECK@UWLAX.EDU

College of Arts, Social Sciences, & Humanities

KATHRYN THOEN

KTHOEN@UWLAX.EDU

College of Science & Health

AMY SERVAIS

ASERVAIS@UWLAX.EDU

University Communications

MAREN WALZ

MWALZ@UWLAX.EDU

 

FAQs expanding section

The following items are only meant to highlight the commonly asked questions about the temporary change in practice:     

Can I have purchases delivered to a non-university address?

  • During this time when UWL employees are telecommuting, the University is allowing delivery of supplies to a telecommuting address.  All items purchased are University property and must be returned or accounted for at the end of telecommuting.
    • Employees: items purchased must be returned to campus once telecommuting ends. 
    • Supervisors: you must have appropriate measures for tracking these purchases within your area(s) of responsibility to ensure the items are returned to campus once telecommuting ends.

Are any certain funds exempt from the $2,500 purchasing threshold?  

  • Yes, the following funds are exempt from procurement holds: Funds 102 External Grants (WISYS, etc.), Fund 133 External Grants, Fund 144 External Grants, and Fund 233 Foundation Funds.      

Can I continue to make orders through Campus Stores? 

  • Yes. There are no changes to the process for making these order requests. 

Purchasing Request Submission Procedures

Purchasing Card (PCard) Statement Processing expanding section

Cardholders will receive their pcard statement(s) via email from pcards@uwlax.edu. Please follow the steps provided below to reconcile and approve your purchases for this statement.

Please note: If you did not make any purchases during the past statement period, you will not receive a statement.

Cardholders:

  1. Review the transactions for accuracy.
  2. Review the funding string and account code.  If necessary, change the funding string and/or account code in the space provided, or leave blank if there are no changes.
  3. Attach receipts and supporting documentation for each transaction (including credits) to the email.
  4. Provide the business purpose for each transaction as this is required and your statement will be returned if this information is missing.
  5. Forward the email with attachment(s) to your supervisor for approval.

Supervisors:

  1. Review your employee's purchasing card transactions, receipts and supporting documentation.
  2. Forward the email with all attachments and "Approved" in the body of the email to: pcards@uwlax.edu

Questions?  Contact Purchasing Services: purchasing@uwlax.edu or 608-785-8501.

Shop@UW Report Processing expanding section

Account Holders who have made purchases in the last month will receive their Shop@UW Monthly Report via email from purchasing@uwlax.edu.

Please note: If you did not make any purchases during the past reporting period, you will not receive a report.

Account Holders:

  1. Review the transactions for accuracy.
  2. Forward the email with the report attached to your supervisor for approval.
  3. If you are using the Pre-posting Allocation Tool (PAT), attach a copy of the final allocation with your email to your supervisor.

Supervisors:

  1. Review your employee's transactions.
  2. Forward the email with all attachments and "Approved" in the body of the email to: purchasing@uwlax.edu

Questions?  Contact Purchasing: purchasing@uwlax.edu or 608-785-8503.