Purchasing

• To order without an account, fill out the SoP Internal Order form
• To set up an account or to make changes to an existing account, contact Shelley Calhoun.

For SWAP (Surplus With A Purpose) services and purchases, contact Josh Cutler.

P-cards

For information on any policies and procedures or obtaining your own Purchasing Card, please contact Shelley Calhoun, the SoP Site Manager.

The following staff have Purchasing Cards in each division/department. Please check with them to make your purchase using a P-card.

• DPPD — Pam French
• Experiential — Julie Ethridge
• IIT — Christopher Spencer
• Marketing & Communications — Katie Gerhards
• PharmTox — Kendra Gurnee
• PPTR — Rachel Hoffman
• SAA — Alexia Castelan-Tanner
• SAS — Kristen Huset

If you are a lab member, please check with the PI if there is a Purchasing Card available in your group.

If you do not see someone in your unit or if someone is not available, please fill out the SoP Internal Order form, and the Business Office will help you with your purchase.

Please place all Amazon orders by filling out the SoP Internal Order form as the Business Office has a tax exempt account set up.

Per UW policy, new memberships cannot be purchased via Purchasing Card.

• New Memberships
  • Contact  for check payment (preferred method)
  • Pay personally and seek reimbursement through the d-Reimbursement system
• Membership Renewals — May be processed via Purchasing Card.
  • SAS – Contact Kristen Huset
  • All Others – Contact Shelley Calhoun

For any IT purchases (anything computer related), please contact helpdesk@pharmacy.wisc.edu to initiate an order.

Please refer to the Shipping section of the Facilities page.

Contact Shelley Calhoun.

Direct Payments

Direct payments are payments made to a company via check or wire transfer. When turning in paperwork for a payment, the following will be needed:

• Invoice
• Funding
• Business Purpose
• W-9 or W-8BEN (for international businesses) if they are not a vendor with UW

Payments to Individual Reports

These are payments made to a non-employee via check.  Due to various campus policies, please contact the Business Office prior to initiating work with an individual.  When turning in paperwork for a payment, the following will be needed:

• Invoice
• Funding
• Business Purpose
• W-9 or W-8BEN (for international individuals – other paperwork may also be needed)

Contact Shelley Calhoun.

• External Requisitions are only used on purchases under $5,000 when a company requires a PO number.
  • UW–Madison prefers to process all payments under $5,000 as a Direct Payment or through a Purchasing Card.
• Standing Orders are used when you plan on making multiple purchases from a vendor over the course of the year. This gives the company the ability to automatically bill UW–Madison, and paperwork does not have to be processed for each payment.
  • Contract Vendors: This is required if your total purchases for the year will reach over $5,000 with a vendor.
  • Non-contract Vendors: The yearly limit is $5,000.

Contact Shelley Calhoun

Contracted Vendor Purchase

Go to the contracted vendors site and select “Search by Keywords/Vendor”. Then enter the vendor name you would like to purchase from. If your vendor is a contracted vendor, you will only need to get a quote from them and will not need to fill out one of the below forms.

If your Vendor is not a contracted vendor, you will need to do one of the following:

• Simplified Bid Form: Obtain 3 quotes for the product from different vendors that have the same or similar specifications. Then list why the specific vendor is selected on the form. Learn more about simplified bids.
• Non-Competitive Purchase Request Form (or sole-source justification): State why this product can only be purchased through this specific vendor and no other has a product like it. Learn more about non-competitive purchases.

Contact Shelley Calhoun

These purchases require a Sealed bid. Please contact Shelley Calhoun to guide you through the RFP (Request for Proposal) process.