UW-Whitewater University Handbook
Acquisition Procedures of Materials and Services
SOURCE: Office of the Vice Chancellor for Administrative Affairs
In accepting the purchasing delegation from the Department of Administration
and the University of Wisconsin System, the University of Wisconsin-Whitewater
agrees to the following:
The University of Wisconsin-Whitewater has established a policy that requires
the identification of a fund, program, and organization code for charging
any item or service to a particular department or area. Each organization
code includes an authorized signature and/or signatures which are assigned
when an organization code is issued. All purchase activity requires this
authorized signature(s). It should be noted that initialized signatures
do not comply with this requirement. Refer to SECTION II-Q "Authorized
Signatures" for further details concerning this area.
all purchases must be processed in accordance with the procedures and policies
of the Delegation Agreement between the Department of Administration and
the University of Wisconsin System, and;
the State Procurement Manual; State Statutes Chapter 16, Subchapter IV;
Administrative Code Chapter 10; Financial and Administrative Policy; and
all other applicable policies governing sound purchasing practices.
Provided below is a basic guide outlining established procurement guidelines.
Department personnel should consult the 'Financial Services Web Site, http://www.uww.edu/adminaffairs/
or contact Procurement Services for more in depth information or clarification.
TYPES OF ORDERS
Campus department/units will have the delegated authority to purchase certain
items up to $5,000 per transaction by using the procurement card system.
The procurement card is the required method to purchase tangible items
when allowed. Cardholders should use vendors who accept the procurement
card prior to using other orders. Each cardholder receives training on
the use of the card. If the cardholder fails to comply with the policy
and procedures the delegated authority for the procurement card will be
revoked, and the holder will have to purchase items by using the requisition
Campus department/units have been delegated authority to issue Quick Orders
directly to the vendor(s) for materials and services less than $1,500.00
including shipping (except Printing). Prior approval from Procurement Services
is not required. The Quick Order can be used when a vendor(s) does not
accept the Procurement Card. In addition, the quick order can be used for:
1) Renewal of membership or subscription (less than $1,500) if Procurement
Card cannot be used, 2) Payment of campus contractor for food charges,
3) Payment on 'Academic Support Services Agreements', 4) Allowable telephone
charges, 5) Payment on Entertainment contracts (under $25,000), 6) Freight,
and 7) Conference or Workshop/Registrations if Procurement Card cannot
The official purchase requisition must be used for all other acquisition
activity for which a Quick Order & Procurement Card cannot be used.
Requesters are to submit a properly prepared and signed Requisition with
all supporting documentation to Financial Services. The requisition will
be routed to the Procurement Services who in turn will issue an official
STATE OF WISCONSIN PURCHASE ORDER. Departments are not to place Regular
Orders directly with vendors without the review and approval of Procurement
Emergency Orders, Blankets Orders, Repairs, etc. All requests are
processed through Procurement Services except those covered under warranty
or an extended service agreement. Contact Procurement Services for specific
instructions on how to proceed. (Blankets will be replaced by the Procurement
Card whenever possible.)
Orders Based on the Acquisition of Demos, Loaners, & Samples.
All orders regardless of prior arrangements with suppliers must be secured
under proper purchasing procedures. Therefore, any intent to purchase which
may be based on a sample, etc. must be coordinated through Procurement
Services prior to receiving the demo, loaner, sample, etc. Departments
obtaining the use of equipment/ materials under a loaner, demo, borrowed,
etc. arrangement with no intention to purchase need to contact Risk Management
and Safety regarding adequate liability coverage.
Lease/Rental of Material and/or Equipment. All requests for lease
or rental of materials and equipment must be requisitioned through Procurement
Services in the same manner as a requisition for purchase of materials
or equipment. Departments are to submit a properly prepared Purchase Requisition,
and copies of any proposed lease, license, agreement, etc. to Procurement
Services for signing and issuance of a Purchase Order.
Monitored Purchases. Because of potential long-range ramifications,
certain commodities have been designated to be monitored. It is the responsibility
of the department/unit (end user) to obtain the advice/review of anticipated
materials/services from these Service Unit(s) monitoring the commodity
prior to submitting the purchase requisition. The commodities and monitoring
Evidence of review must be indicated on the purchase requisition before
it will be processed.
Audio/Visual--Learning Resources Center
Construction/Remodeling--Facilities Planning & Management
Air Conditioners/Heaters--Facilities Planning & Management
Computer Hardware/Software over $1,000--Technology and Information Resources
Used Item Purchase. Purchase of used equipment for less than $5000
is allowed when approved by the supervisor of the authorized signature.
All others require the approval of the Dean or Assistant Chancellor's office
under whom the requesting department is assigned. A properly prepared requisition
with such approval is submitted to Procurement Services. A statement of
justification, including price comparisons, maintenance concerns, etc.
for purchasing USED versus new materials/equipment needs to be included.
Requests for such orders are subject to compliance of all procurement and
Personal Property Purchase from Faculty & Staff. All parties
representing the University of Wisconsin-Whitewater are prohibited from
purchasing personal property from members of the University of Wisconsin-Whitewater
faculty and staff.
The purchase of printed materials from any vendor must be requested on
a Requisition, regardless of dollar amount. Note printing cannot be ordered
on a Quick Order or by Procurement Card.
Any state employee who contracts for the purchase of materials or services
contrary to a statute, State Bureau of Procurement or UW-Whitewater policy
and procedures constitutes an "IRREGULAR PROCUREMENT" and may be held liable
for the cost. Requests for after-the-fact approvals will require the requestor
Written justification of the procurement itself.
Written justification of the lack of prior approval.
A statement of management actions being taken to prevent repetition of
The Division Administrator indication of review and approval.
A completed requisition.
The practice of issuing a series of purchase orders in any 90-day period,
to the same vendor for the same commodity or service in order to avoid
the appropriate competitive solicitation is PROHIBITED.
Last policy revision: 3/1/2000
||Web Development Team-UW
For comments: firstname.lastname@example.org.
Last revision on September 19,
2002 by ddw.