How to Obtain Products or Equipment for Trial, Evaluation, Demonstration or Loan

How to Obtain Products or Equipment for Trial, Evaluation, Demonstration or Loan

ll vendors providing the University with property for evaluation, trial, or loan must complete a Product Evaluation Letter or Product Evaluation Agreement.

Insurance coverage for products offered to the University on an evaluation, trial, or loan basis is normally provided by the vendor. The University may accept the risk in certain instances as approved by Risk Management.

  1. Contact the appropriate Purchasing Agent to have a Product Evaluation Letter sent, informing the vendor of our insurance and purchasing requirements. This must be done prior to the University’s receipt of property.
  2. If the vendor requires a PO:
    • The Purchasing Agent can advise the vendor that a Product Evaluation Agreement can be prepared and sent to them in place of the PO. This is a formal agreement as opposed to the evaluation letter.
    • If this is acceptable to the vendor, the agent will prepare and process the agreement.
    • No zero dollar purchase orders (POs) can be issued for evaluation of property.
  3. If the vendor insists there is a “contractual obligation” or the department and vendor have agreed the University will accept the insurance risk, the department must contact Risk Management for approval. Additional information regarding the Risk Management requirements is available through their Property Program website (see paragraph beginning with “Borrowed Property”).

How To Report an Allegation of Fiscal Misconduct

How To Report an Allegation of Fiscal Misconduct

UW-Madison employees can document a report of fiscal misconduct by completing the UW-Madison Fiscal Misconduct Reporting form and submitting it to

UW-Madison is committed to the highest standards of financial stewardship and encourages the detection and prevention of acts that would be detrimental to this responsibility. These acts carry legal implications for the university employee, both as an employee and as a citizen, and increase the risk to the operations and reputation of the UW System.

Fiscal Misconduct is a deliberate act or failure to act that is contrary to established laws, regulations or policies and which results or was intended to result in either loss or other damage to the University of Wisconsin-Madison or the UW System or improper personal gain. Instances of fiscal misconduct to be reported and reviewed include, but are not limited to:

  • theft or embezzlement of any UW-Madison or UW System funds or resources
  • bribery, kickbacks, and bid-rigging
  • misappropriation, misapplication, destruction, removal, or concealment of funds or resources
  • improper handling or reporting of financial transactions
  • credit card and travel expense fraud
  • forgery, falsification, or unauthorized alteration of financial documents or records

When managing or using the university’s fiscal resources, employees, and agents of the University are expected to:

  • act in accordance with all applicable laws, regulations, and policies with respect to the handling of UW-Madison funds or resources
  • aid in the detection and prevention of fiscal misconduct
  • be familiar with the types of fiscal misconduct that could occur in their area
  • be attentive for suspected instances where fiscal misconduct might exist in their unit
  • promptly report any known or suspected fiscal misconduct.

UW-Madison employees who report an actual or suspected instance of fiscal misconduct in good faith shall not be subject to any adverse employment action including separation, demotion, suspension, or loss of benefits because of the report.

Reports and investigations will be kept confidential to the extent possible, consistent with University policies, applicable laws, and the need for an investigation.


UW System Administrative Policy 304, Fiscal Misconduct

UW System Administrative Procedure 304.A, Fiscal Misconduct: Reporting and Review Process

Regent Policy Document 20-22, Code of Ethics

Regent Policy Document 25-3, Policy on Use of University Information Technology Resources



How To Get A Credit Reference For A Vendor

How To Get A Credit Reference For A Vendor

The University of Wisconsin is an agency of the State of Wisconsin and, as such, does not provide credit information.

The State of Wisconsin has enacted prompt pay legislation (Wisconsin Statute 16.528) which requires the University (as a state agency) be responsible for the payment or dispute of invoices within a timely manner (30 days).

When requested, we provide credit references for hotel contracts, please contact Purchasing Services for more information.

Please provide the following letter to vendors who are requesting credit information or for you to complete a credit application.: Download Letter


How to Purchase a Printing or Copying Job

How to Purchase a Printing or Copying Job

The State of Wisconsin has very strict rules relating to printing services imbedded in the constitution. This being the case, purchasing a printing job is NOT intuitive. To further compound things there are mandatory state contracts through the State Department of Administration.

Regrettably faculty and staff are NOT authorized to directly purchase printing over $49.99 from outside vendors.

Printing must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing) or University Marketing (formerly University Communications). This applies to all printing jobs, including quick copy/duplicating and photocopying.

Using University Marketing:
University Marketing works as a service bureau and does higher-end printing jobs from the bottom up, i.e. graphic design, layout, editing and working with the printing contractor.

Using DP&PS:
If you have camera ready copy, you may take the job directly to DP&PS/DoIT, which is an actual printing facility. They are capable of completing most jobs on site and also work closely with printing contractors.

Both offices are the authorized printing purchasing offices and orders to them should be processed on internal requisitions.

Using Campus Copy Centers:
Use campus copy centers to complete any duplicating jobs when possible.

Purchases Involving Purchasing Services:
Purchasing Services only handles printing related items; e.g. binders with printing, diplomas, bookbinding, imagesetting, promotional items with printing on them, etc. Orders for these items that can’t be put on a P-Card should be processed using an external requisition.

For More Information:
Refer to Printing Related and Purchasing Services – PPP5, Printing Related and Printing Purchases, for more in depth information on the printing policy. Please contact DP&PS or Purchasing Services at 608-262-1526 with questions.

Printing Resource Matrix
Printing Related and Purchasing Services – PPP5

How To Purchase A Photocopier (Copier)

How To Purchase A Photocopier (Copier)

The photocopier contract is a mandatory state contract done by the Department of Administration (DOA).
Please visit the copier contract, which is divided into sections, and use the following instructions to make a selection.

  • Go to Pricing/Accessories/Machine Features, which is an Excel spreadsheet and select the volume band most appropriate for your needs or reach out to the contact person for the brand/s you are interested and have them provide a recommendation.
  • Your choices are either lease or outright purchase.  There are two machines for each band.If at all possible, visit and talk to the dealer to see the machine in action and to ask questions. Ask for references of other University departments or State agencies using the equipment.Once the appropriate copier for your needs has been selected, do an external requisition to the contractor for that model. Allow approximately two – four weeks from the time the contractor receives the order until delivery is actually made.Always include the cost for maintenance on your requisition whether you choose lease or purchase.

For questions, please contact Purchasing Services.

How to Trace or Stop Payment for Non-Payroll Checks

How to Trace or Stop Payment for Non-Payroll Checks



When to Use

Proof of Payment A proof of payment is to verify if a check has been cashed. If the check has been cashed we will receive a copy of the check (front and back showing the endorsement). This process takes approximately one week. Check never received

Check stolen or lost

Vendor never received check

Stop Payment Reissue Is used if it has been over 30 days since check was sent out and vendor never received check. Or check was sent to foreign country with the wrong address.
Stop Payment A stop payment is used for a check that will be going out of our office that should not be paid. This is something that is caught before the check goes out. For this, please contact Accounting:
21 N Park St., Suite 5301
Phone: (608) 262-9681
Product not received or incomplete

Use the Check Action Form

How To Obtain A Cell Phone and Cellular Service

How To Obtain A Cell Phone and Cellular Service

The State of Wisconsin has a mandatory Cellular Telephone contract with US Cellular. The ordering of all service requests and billing will be done through DoIT. For instructions on how to proceed, please check DoITs’ website at

If you are ordering upgrades to equipment or do not want one of the free telephones available for new service, please issue an External Requisition and forward through the regular channels to order this equipment.

If you are interested in obtaining a cellular phone to use when you are out of the country, please contact the agent, Todd Pooler, for further information on what would be involved to obtain a waiver.

How To Report a Property Claim

How To Report a Property Claim

  1. All accidental property damage in excess of $500, should be reported to within 24-48 hours.
  2. If there is theft or vandalism, you must call the local law enforcement agency.
  3. Losses that may exceed $10,000 must be reported as soon as possible to
  4. You will need to follow up with a formal report using the Property Loss Report (Word doc). You will also need to submit copies of repair estimates, replacement costs, clean-up costs, police reports and lightning loss affidavits, as applicable.
  5. Claims must be concluded within 90 days. If this is not possible, arrangements must be made ahead of time with

More information on insurance programs

How to upload a form to the Bursar’s Office secure website

This document will teach you how to upload a form to the Bursar's Secure website


  1. Go to the Bursar’s Office Secure Website
  2. If necessary, log in, using your “My UW” net ID and password.
  3. Type the name of your department in the first entry box.
  4. In the “FileType” field, choose the radio button next to the type of file you will be uploading.
  5. In the second entry box, enter the complete file name, or use the “Browse” button to select the file.
  6. Click the “Submit Form” button