Procurement

DWD Order Form

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DWD Order Form

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Contact Information

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Order Details

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Item Number
Order Qty
 

Big Changes to Shop@UW Coming in April

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As an MDS Primary Account Holder, you will soon see changes to Shop@UW. Here are links to resources support your transition to ShopUW+:

Please note a few key dates:

  • April 13 – Last day to submit orders in Shop@UW (please submit orders by 5:00 pm)
  • April 13 – Last day to copy favorites from Shop@UW (Step-by-step instructions on how to copy favorites will be available on the Shop@UW website soon)
  • April 16 – First day to create orders in ShopUW+ (you will use your Campus ID to log into ShopUW+ and not your MD login)

Please be aware permissions may be changing with the introduction of ShopUW+ and steps are being taken to notify staff.

Training will be available in April. Watch the websites for details. If you have questions, please submit them through the project website.

Vendor/Supplier Covid-19 Requirements

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April 2022 update: This is a reminder to visit covidresponse.wisc.edu for up-to-date campus Covid-19 updates and requirements. As of March 12, 2022, the campus masking mandate has ended; masking is no longer required, but individuals may continue to wear masks.

Original post from Sept. 11, 2020:

Effective immediately, Purchasing will be including a PDF attachment outlining supplier on-site Covid requirements when emailing (and mailing) Purchase Orders.

View Outlining Supplier on-site COVID requirements

View our Reporting Workflow

Additionally, we will also do the following:

  • Add Covid pandemic language to our current bid templates (SCOBs) with link to website
  • Incorporate (as needed) to any current contract amendments – use agent discretion

If there are any supplier/vendor questions to these requirements, please forward to the Purchasing inbox (purch@bussvc.wisc.edu) so we may address.

Thanks,

Brian

Brian P. Klinger
Assistant Director, Purchasing
University of Wisconsin – Madison

Coming Soon: Purchasing Card Module

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Purchasing Cardholders, Site Managers and Divisional Business Office Leadership,

In conjunction with UW System Administration and UW Oshkosh, UW Madison staff have been working to implement the purchasing card module of PeopleSoft (SFS) for purchasing card reconciliation.  This module will replace the use of U.S. Bank’s Access Online for cardholders and site managers and includes benefits for purchasing card users at every level, including cardholders, site managers, Divisional Business Office leadership, program administrators and program auditors:

  • Allows for both cardholder and site manager allocation (currently, only site managers have the ability to allocate purchasing card transactions in Access Online).
  • Decreases the time between when a purchase is made and when the transaction posts to the University’s general ledger.
  • Allows for electronic retention of purchasing card supporting documentation in one system of record.
  • Allows for electronic review and approval of purchasing card transactions and supporting documentation.
  • Decreases administrative burden during post-payment audit process (e.g. Business Services will no longer need to request documentation from site managers for audit).

Timeline: An exact implementation date has not been determined yet as the team is currently in the planning/development stages of the project; however, the goal is to implement the module before the end of the calendar year.

Refresher Training: A decision has been made to postpone the Annual Online Purchasing Card Refresher Training until we can incorporate training for the new module into the course.  All active purchasing cardholders and site managers will be required to complete the course later on this year.

Questions/Comments: Feel free to reach out if you have questions/comments about this project.  Further information will be forthcoming.

Thanks,

Meghann

Meghann Grove
Card Program Manager
UW-Madison
21 N. Park Street, Suite 5301
Madison, WI 53715
(608) 262-3300
Meghann.grove@wisc.edu

Purchasing Low-Dollar Office Supplies while Telecommuting

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Post updated 2/7/22

While most UW-Madison employees are now working remotely, it is understood there may be a need for low-dollar, office supply-type purchases at remote work locations.

Employees should purchase necessary supplies through ShopUW+ and have the supplies shipped directly to their remote work location. The system will automatically route orders with shipping information that are not campus buildings through an approval process that will meet the required level of documentation for purchases.

Purchasing Services -Requisitions Update

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Purchasing Services is now requiring departments to submit all requisitions electronically via e-mail. Per the directive from Business Services, the authorized signatory from the department must, within the e-mail string, give approval. Please attach the requisition and all supporting documentation and use the requisition number in the subject field of the e-mail and submit to purch@bussvc.wisc.edu  for processing. Due to limited onsite staffing, paper requisitions may be delayed.

Blanket Business Case Exceptions related to COVID-19

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Effective March 12, 2020, the State Bureau of Procurement (SBOP) implemented a blanket business case exception for those products needed to support agency preparedness measures in response to COVID-19. This blanket business case exception applies to the following contracts and for those products (i.e. hand sanitizer, disinfecting wipes, face masks, etc.) that are unavailable due to short supply or significant lead times:

  • Office Supplies (505ENT-M19-OFFSUPPLY-01)
  • Cleaning Chemicals (505ENT-M16-CLEANGCHEMS-00)
  • Medical Supplies (505ENT-M19-MEDICALSUP-00)
  • Maintenance Repair and Operations (505ENT-M19-FACILITMRO-00)

This business case exemption does not waive procurement rules for purchases over $5000 nor for items that are still readily available through the contracted supplier. With this business case exception, end users can purchase needed items from any available source without having to first use the State’s mandatory contract. This blanket business case exception will remain in effect until products are again available through mandatory contracts in the quantities and delivery times required by the contract or until determined by SBOP.

If you have any questions, please feel free to contact Meghann Grove.

Meghann Grove
Card Program Manager
UW-Madison
Meghann.grove@wisc.edu

Credit Letter

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Credit Letter

The University of Wisconsin – Madison is an agency of the State of Wisconsin and, as such, does not provide credit information, as we are statutorily required to pay for all legal purchase obligations. The State of Wisconsin has also enacted prompt pay legislation (Wisconsin Statute 16.528) which requires the University be responsible for the payment or dispute of invoices within a timely manner (30 days).

The letter linked below is the University’s response to a request for a credit application. It also includes UW–Madison’s tax-exempt information and ID numbers (including DUNS and UEI numbers) and may be used to respond to vendor inquiries.

VIew Credit Letter – NetID login required

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