Purchasing policies

Questions on whether or not your purchase is allowed?

If you are unsure whether or not something is appropriate to purchase with a Department Card, purchasing card, with club funds or if the purchase is reimbursable, consult this list:
FREQUENTLY QUESTIONED PURCHASES - UW DIVISION OF BUSINESS SERVICES 

procurement

university purchasing policy

All purchases must follow University Purchasing Policy

See Policy >

For purchases over $5000, follow Capital Equipment Purchase Policy

See Policy >

PurchasING WITHIN THE UNION

If you need to make a purchases within the Union on behalf of Hoofers, you must fill out the form from the Union.

 

DO NOT USE A DEPARTMENT CARD.

 Departmental Requisition Form (PDF) 

Purchases from other

uw-Madison entities

For all purchases between UW-Madison entities, the payment method is via internal transfer.

 

DO NOT USE A DEPARTMENT CARD.

Each club has an internal funding transfer number. Contact your adviser for this information, and complete this form:

Inter-department billing form (PDF)

Shop@UW

Shop@UW is a conveinient service for quick-turn-around bulk orders on supplies.

 

Click here for more information:

DEPARTMENT CARDS

Under $5000

All purchases that are less than $5,000 can be purchased with a Department Card by an individual or with the help from the financial specialist.  

See Purchasing Information on Items under $5,000>

Over $5000

All purchases over $5,000 must go through the University's Simplified Bid Process. 

First, obtain bids from three companies that provide the service/ item needed. 

Choose the lowest bidder. 

Get an invoice, W-9, purpose, and trip dates/ duration (if necessary). 

See Detailed Policy and Forms >

CARD LIMITS

As of 1/30/2020:

Certain department cards now have a $2,500 single purchase limit, decreased from $5,000. This may affect your purchases, so plan accordingly with your adviser to make sure a high-limit card is available for purchases over $2,500.

PURCHASE ORDERS

Outdoor UW and Hoofers have recurring purchases from certain businesses. These are contracted in the form of a purchasing order, and all procurement from that business should be done through the active purchase order.

Check here to see the currently active purchase orders (FY20)

DOWNLOAD AUTHORIZATION

FORM >>>

in-kind donations

PLEASE NOTE: As of November 2019, all gifts In-Kind must be voted on and accepted by Union Council. 

Outdoor UW Director is responsible for tracking and acknowledging all In-Kind Donations

All In-Kind Donations must follow the University Gift in Kind Procedure: See Procedure >

Follow steps found in the Hoofer In-Kind Equipment Donation Packet to consider, accept, and complete steps for donations See Packet (PDF) >   See Form Letter (.doc) >

ENTERTAINMENT

PLEASE NOTE: If your club decides to bring in a paid speaker, performer, lecturer, musician, you will need to complete a Union Entertainer Contract in order to compensate them. Work with your club adviser to complete this contract (students cannot sign contracts).

SEE CONTRACT DOCUMENT HERE

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