The SoE Finance team oversees purchasing for the school and is able to answer questions you have about processing payments for frequently purchased commodities, along with how to use ShopUW+, purchasing cards and purchasing items over $5,000.
Purchases With Special Restrictions
There are some common types of purchases that have special restrictions or require additional documentation. Be sure to consider these situations before making the following purchases.
Memberships & Subscriptions
The initial membership payment is not payable on a purchasing card or through e-Reimbursement. This request must be submitted on a Direct Payment form and routed through the SoE Dean’s Office to obtain Division approval. Make sure to include a valid business justification for how this benefits the department specifically.
Membership and subscription purchases are not allowed on sponsored 133 or 144 funding accounts, unless specifically written into the budget.
Sponsorships
Sponsorships and donations of any kind are not allowable on the purchasing card. You must create a Direct Payment form using account code 3750 and provide a valid business justification.
Participant Incentives
Participant or human subject payments used as research incentives must be requested as a Custodian Fund. The money disbursed for projects with this type of incentive must be written into the budget or approved by the funding agency. IRB # is also associated with the participant and human subject payments. This will provide cash to participants up to $249 per person. Funds run for a three-month period of time and must be reconciled with signed participant logs and refund checks for unspent portions. Please send the completed form to purchasing@wcer.wisc.edu to set up a new request.
Gift cards purchased using a purchasing card must follow University policy UW-3027 and use the gift card approval form. It is recommended that the recipient log be filled out and returned to the purchasing cardholder within three months.
UW Alcohol Beverage Service Policy
UW-Madison’s alcohol policy applies to all events held on campus. Event organizers must complete responsible employee training and apply for an alcohol beverage service permit through the Online Permit System.
Speaking Services
Use for all professional speaking engagements with payments to consultants over $5,000 in a 12-month period. Complete the UW–Madison Public Speaking Services Contract form to submit this request.
Entertainment or DJ Services Contract
Use the Entertainment Contract for the personal services of a Disc Jockey or performer(s) stating the arrangements and compensation for entertainment services provided at an event open to the public.
Additional Resource
Consult the campus list of Frequently Questioned Purchases to learn about additional special scenarios and review the policies for each.
Purchases Over $5,000
Large purchases over $5,000 have special restrictions and require additional procurement processes. Utilize these additional resources for purchases of this size or contact us for assistance.
- WCER Contract Request: Initiate payment processing
- Contract Details: To purchase services ≥$5,000, not covered by another process (for example, Speaker Agreements, Sub-awards, Equipment Maintenance Agreements) complete form 4-6 weeks prior to beginning services at WCER.
- Purchases for Services Justification: Used for all external contracts between $5k – $100k payable by UW funds.
- Non-Competitive Purchase Request: Use this form to justify and document why the requested transaction cannot be purchased using a competitive process.
- Simplified Bid Process: Simplified bidding is a procurement method used when the estimated cost of a transaction is more than $5,000 and up to $50,000 and the item or service is not available through ShopUW+ or through a contract.
FAQs
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Are expenditures paid automatically?
You must use the online purchasing form to make a payment through the UW purchasing card or Shop@UW.
Items that have been budgeted and approved require a payment request form to trigger the payment process. SoE recommends that if you purchase supplies or services for a research project, you pay all expenditures through the finance team.
If you have questions about purchasing gift cards or incentive payments, contact the Purchasing Manager for assistance.
How do I pay invoices?
Discuss any invoices (consultants, airfare, and conferences) with the Purchasing Manager.
How do I get reimbursed for purchases?
Discuss any reimbursements for allowable purchases made using your personal credit card with Business Support Services.
Do you have a template for a purchase justification?
Yes! Feel free to modify the sample justification below, remembering to include who, what, where, when, why, and how it benefits the project:
- Jane Smith is purchasing a wireless presenter remote for the project (list the project and spell out any acronyms). The project is having a training seminar on March 15, 2023, at Union South (always list the date and location). The remote will benefit the project by (specific reasons on how it will help).
- Jane Smith is purchasing a new laptop for project (name the project and spell out any acronym). This laptop is essential for the project as it will (give specific reasons the laptop will be used in the project). Please note that if the computer will be used for more than one project, the cost must be prorated per project.