UWL Purchasing Guide

Purchasing Decision Tree

 

Campus Communication 08/26/2021

Purchasing Request Procedures

ShopUW+ expanding section

ShopUW+ is your starting point for making purchases of goods and services. 

For all purchases, search the Catalog Suppliers to determine if they can provide the resources needed with exception of the following:  

  • Computers and computer hardware
  • Computer peripherals available via ShopUW+ Catalog Suppliers or  CDW-g
  • Software, including software licenses and maintenance: Use the Non-Catalog Item Add in ShopUW+
  • Duplicating & Printing: Review services provided to our campus by DigiCopy or complete a Print Order Form and send to purchasing@uwlax.edu
  • Academic Support Service Agreements (ASSA) require a Purchase Order regardless of dollar amount. For instructions, visit Contracting for Personal Services.

For more information, visit: ShopUW+Essentials

Customer Support

Users will be able to find answers to most of their questions about enrolling in training and using ShopUW+ on the ShopUW+ Essentials website. The Quick Reference Guide has step-by-step instructions to complete more than 50 processes with a summary, standard navigation options, and screenshots.

If you need accessibility assistance, want to report an accessibility barrier, or if you are having difficulty using ShopUW+ or any of the training materials, email uwsaproblemsolvers@uwsa.edu or call 608-263-3100.

ShopUW+ Catalog Suppliers and Product Returns expanding section
Requesters expanding section

Requesters play an important role in the workflow process.  Shoppers will assign their carts/requests to a requester, who will review and submit the information to the WISER Manager for approval.  The following is a list of responsibilities and functions of their role:

  • Perform all of the functions of the Shopper
  • Review and submit requisitions and transactions
  • Create and submit Direct Payments (DPs), Payments to Individuals (PIRs), Refund of Receipts (RoRs)
  • Verify and finalize accounting and shipping information
  • Attach necessary documentation
  • Add comments if needed

Click here for the ShopUW+ Requester List by Department.

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

W9 Processing - Supplier Update or New Supplier Request expanding section

Do not include W9s or international paperwork as an attachment to a ShopUW+ request of any type.

  • W9 for US suppliers or individuals click here to submit the W9 to Business Services via Liquid Files. 
  • If you receive any of the following from an international supplier or individual, click here to submit the following documentation to Business Services via Liquid Files.
    • W‐8 or W-8BEN
    • Copy of original passport picture page (national ID).
    • Visa or Visa Waiver
    • I‐94, plus Homeland Security stamp in passport or ESTA and Homeland Security stamp in passport for NRAs under the Visa Waiver Program
    • If they are requesting treaty exemption or reduced withholding for independent personal services then Form 8233.
Software & Software Maintenance expanding section

Requests for software and software maintenance can be in placed in ShopUW+ via Non-Catalog Item (click here for directions) in ShopUW+.

Please note there is a Mandatory State Contract through which all software and software maintenance must be sourced.  Allow an additional five (5) business days for Purchase Services to complete the sourcing process.

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 Information Technology Services (ITS).  Requests are routed to Purchasing to obtain the appropriate approvals and upon verification, ITS will submit the order.

These purchases include:

  • Desktop Computers
  • Laptop Computers
  • Mobile Devices (iPads)
  • Cellular Devices and Plans
  • IP (VOIP) Phones
  • Printer
  • Printer Maintenance Plans
  • Accessories (Monitors, Mouse, Keyboards, Headsets, etc.)

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

Duplicating & Printing Services expanding section

Duplicating and printing services are provided DigiCopy and Mandatory State Contract Vendors depending the type of print service requested. See the following for additional information.

Services provided by DigiCopy:

  • Duplicating Services – Black & White and Color
  • Business Cards
  • Binding Services
  • Finishing Services - folding, drilling, cutting, shrink-wrapping, etc.
  • Oversize Printing: Signs, Banners, Posters ... all in full color!

For print services not listed above, complete a Print Order Form and send to purchasing@uwlax.edu

Please contact John Elmer at jelmer@uwlax.edu to assist with determining the appropriate process for completing your print requests.

Name Badges expanding section

Name badges are provided by Ryder Engraving, Inc. More information on the ordering process can be found here.

Academic Service Support Agreements (ASSA) expanding section

The University of Wisconsin-La Crosse secures the personal services of individuals and business entities through one of two methods:  an employer-employee relationship (hire) or an agreement with an independent contractor.

  • If the individual is employed by UW System, they must be paid via UW payroll, please contact Human Resources for assistance.
  • If the service is from an independent contractor, if it is of a unique or noncompetitive (sole source) nature, and if it supports instruction, research, or public service, it will be considered an Academic Support Service.

For more information, visit: Contracting for personal services

CDW-G expanding section

UW-La Crosse has an e-commerce suite for purchasing specific computing technology for campus use. For more information go to: CDW-G / UWL e-commerce site

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.

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