Purchasing provides the University with effective and responsive life cycle procurement practices. See our Mission and Vision for more information.
Items of Interest
We want to alert you to an active email scam involving purchase orders and request for product quotations that claim to originate from the University of Wisconsin but are in fact fraudulent. More information is available in the full notice.
New Purchases for Services Justification and Contract Details Forms
The Academic Support Services Sole Source Justification and Academic Support Service Agreement (ASSA) forms have been replaced with two new forms: The Purchases for Services Justification Form and the Contract Details Form.
If you have a need to purchase services ≥$5,000, and they are not covered by another process (for example, Speaker Agreements, Subawards, Equipment Maintenance Agreements) you will now need to complete both forms. Instructions are provided in our Policies and Procedures (PPP 30 and PPP 33). The same basic information is required, but the Contract Details Form will be e‑mailed to the Dean's office (similar to Encumbrance Management Forms). Deans' offices will then e-mail the Contract Details Form to firstname.lastname@example.org. This will help expedite the procurement as well as eliminate the need for departments to determine which category a service falls into (e.g., ASSA, request for bid, request for proposal, etc.). Please contact Crescent Kringle (608/262-5321 or email@example.com) or Brad Bauman (608/265-1462 or firstname.lastname@example.org) with questions or comments.
- New Dell Laptops Added as UW-Madison Preferred Products
Under the guidance of a cross-campus team of IT experts, Purchasing Services is offering new laptop options from Dell as UW-Madison Preferred Products. The Latitude E5440 and E5540 models are available at a base price of $759, including an upgraded processor (the 4th gen Intel® Core™ i5-4300U Processor). The Latitude E7440 (14-inch) has been made available in addition to the 12-inch E7240 at the same price of $949. The thin and light E7000 series models include a standard 128GB Solid State hard drive that is also available as an optional upgrade on the E5000 series laptops. No changes have been made to the desktop products offered. The systems are pre-configured to meet most staff computing needs and are offered at specially negotiated low prices. They can easily be ordered through Shop@UW by clicking on Dell in the Shop at a Punch-out Supplier showcase and choosing laptops or desktops listed on the main landing page. More detailed instructions are available on the UW-Madison Preferred Products ordering instructions page.
- Easier Ordering Using Preferred Products
Purchasing Services is pleased to announce that additional items have been identified in the UW-Madison Preferred Product listing, specifically, commonly ordered office supplies. These items, denoted with a red star, have been selected to support the work of the Administrative Excellence initiative at UW-Madison, a campus-wide effort to reduce costs and improve process efficiencies. Newly designated preferred products include items such as markers, folders, staplers, and tape. The Shop@UW web site provides step-by-step instructions on how to locate UW-Madison Preferred Products.
- Event Contracting Guidelines-UW Foundation Gift Funds
There is often confusion about whether the UW Foundation or the University should contract for events which are predominantly focused on fund-raising efforts. The UW Foundation and University Business Services collaborated to provide guidelines for the campus on how best to manage the contracting and payment for these events. See our new Procedures item on this topic: IPP 61
Ink and Toner Purchases
Campus leadership has identified the purchase of remanufactured toner in place of new toner as an area to achieve significant cost savings for all departments. The new remanufactured toner vendor EIS Office Solutions is now available through Shop@UW and is the preferred campus source for purchasing ink and toner. Starting with your next toner order, please consider placing your orders for ink and toner with EIS through Shop@UW using your MDS account. For more information, see Ink and Toner Purchasing.
Purchasing Workshops Available
Dates and times for all available face-to-face training sessions are listed on our Training page. We are offering a number of sessions during the semester, including our Overview session and sessions on Processing your Requisitions and Managing your Encumbrances and How to Purchase Goods and Services: Intermediate Topics.
Previous Spend Printed on CORs:
The external requisition generator includes the amount spent to date for the previous requisition number. This amount will also appear on the printed copy of the requisition. If there has been limited or no activity on the previous order, please do not renew your COR. Instead, consider whether the products or services listed on the requisition can be obtained from MDS or by using the Purchasing Card. If the amount spent exceeds $100,000, Purchasing may contact you regarding opportunities for contracting for the goods or services purchased.
Purchasing System Inquiry:
The Purchasing System Inquiry search pages provide a number of ways to lookup POs, check their status, encumbrance balance and spend, and track requisitions for your department. Instructional documentation is provided for the available functions.