The photocopier contract is a mandatory state contract done by the Department of Administration (DOA).
Please visit the Vendornet 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.
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). This applies to all printing jobs, including quick copy/duplicating and photocopying.
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, image-setting, promotional items with printing on them, etc. Orders for these items that can’t be put on a Purchasing Card (P-card) should be processed using an external requisition.
There are two options for vehicle rentals: using a fleet vehicle or using a vehicle rental contract via Concur. Leasing a vehicle means using a fleet vehicle.
Note: In order to be covered by the State’s Liability Protection while driving on university business, all prospective drivers must complete the appropriate driver authorization request form. Please visit the Driver Authorization page for more information.
Vehicle rental
The link below has information and links for deciding which type of vehicle is best to use for travel, as well as the links needed to rent a vehicle through fleet (UW, DOA, or State) or contract.
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.
An guide to how non-policy-compliant expenses may be eligible for reimbursement through a policy exception process.
UW employees can be reimbursed for out-of-pocket expenses related to UW business if these transactions meet certain policy requirements. If a non-compliant expense is incurred, reimbursement may be possible if a policy exception is allowed.
Expense Operations Leads may allow occasional and reasonable exceptions to policy via the Workday Expenses Spend Authorization process. A Spend Authorization for a policy exception includes details about the non-compliant transaction(s), acknowledgement of the policy violation, and steps taken by the employee/cardholder/traveler to ensure future compliance.
Spend Authorization for a policy exception may be submitted before or after a non-compliant expense is incurred. This step may be initiated by the employee requesting the exception or by an Expense Data Entry Specialist.
Login to Workday.
Navigate to the Spend Authorization:
If requesting the Spend Authorization for yourself: From the Workday Homepage, click on Personal, then Expenses Hub. On the subsequent screen, under “Tasks“, click the Create Spend Authorization
If requesting the Spend Authorization for someone else, use the Workday Search bar to search for either the Create Spend Authorization for Worker task or the Create Spend Authorization for Non-Worker Click on the appropriate task. On the resulting screen, search for the employee or External Committee Member (non-employee) by entering their name in the “For” field, clicking Enter, and then selecting the appropriate individual from the resulting list.
Complete the page with the following:
Company: Leave as defaulted.
Start/End Date: Enter the anticipated or actual date(s) of purchase. If purchase was made on one day, enter the same date in both fields.
Description: Enter a brief description of the policy exception request. This field will be used to identify the appropriate Spend Authorization during the transaction reconciliation process (e.g., non-contract airfare for ABC conference).
Business Purpose: Select Policy & 90-Day Exceptions (Spend Auth Only).
Scrolling down the page, under “Spend Authorization Lines“, click Add.
Complete the “Spend Authorization Line“ requirements:
Expense Item: Select the appropriate Expense Item based on the need for the policy exception request (e.g., “Airfare” for non-contract airfare purchase).
Total Amount: Enter amount or anticipated amount of expense.
Memo: Enter a brief business purpose statement.
Worktags: Enter relevant Worktags.
Note: If additional expense lines are required, scroll up and click Add. Then complete these steps again.
Click Submit. If the Spend Authorization was created by an Expense Data Entry Specialist on behalf of a UW-Madison employee, the employee will receive a Workday task requesting their approval and completion of the subsequent questionnaire.
Complete the “Policy Exception Questionnaire“:
Indicate whether the non-compliant expense is already on an approved expense report. If yes, provide the expense report number.
Use the drop-down menu to identify which policy or policies were violated.
Provide an explanation of the policy violation and include a justification for why an exception should be granted.
List actions taken by the claimant and/or department to prevent future need for exceptions of this nature.
Indicate if the policy exception is for a currently enrolled student or a non-employee.
The Driver Worktag Manager receives a task in their Workday inbox.
After accessing the Spend Authorization, the Driver Worktag Manager reviews the Spend Authorization information, including the Questionnaire Response.
The Driver Worktag Manager reviews the Spend Authorization for appropriateness of funding/budget. Driver Worktag Managers may “Approve” the Spend Authorization to advance it in the approval workflow, “Send Back” the Spend Authorization for editing and resubmission, or “Deny” the Spend Authorization to eliminate it from the approval workflow.
Expense Operations Lead:
The Expense Operations Lead receives a task in their Workday inbox.
After accessing the Spend Authorization, the Expense Operations Lead reviews the Spend Authorization information, including the Questionnaire Response. Expense Operations Leads may “Approve” the Spend Authorization, “Send Back” the Spend Authorization for editing and resubmission, or “Deny” the Spend Authorization to eliminate it from the approval workflow.
Once fully approved, the employee receives a Workday Notification as well as an email confirmation.
Spend Authorizations for policy exceptions must be linked to the expense report(s) containing the non-compliant expense(s) prior to submission.
Login to Workday.
Navigate to the Expense Report:
If creating an expense report for yourself: From the Workday Homepage, click on Personal, then Expenses Hub. On the subsequent screen, under “Tasks“, click the Create Expense Report button.
If creating an expense report for someone else, use the Workday Search bar to search for either the Create Expense Report for Worker task or the Create Expense Report for Non-Worker task. Click on the appropriate task. On the resulting screen, search for the employee or External Committee Member (non-employee) by entering their name in the For field, clicking Enter, and then selecting the appropriate individual from the resulting list.
If adding a Spend Authorization to an existing expense report in “Draft” status, open the report, click the Edit button on the bottom of the “Header“ tab, click into the “Spend Authorization” field, and add the related Spend Authorization.
On the subsequent screen, complete the following:
Creation Options: Select the third radio button, Create New Expense Report from Spend Authorization. Click into the related field and select the appropriate Spend Authorization from the resulting list.
Update the Business Purpose, if necessary. When creating an Expense Report from a Spend Authorization, the Business Purpose from the Spend Authorization will automatically default into the Expense Report. The “Policy & 90-Day Exceptions (Spend Auth Only)” Business Purpose can only be submitted on a Spend Authorization and, therefore, will have to be updated on the related Expense Report.
Enter a Driver Worktag (optional).
If applicable, select related Credit Card Transaction(s).
During the approval process, the Expense Partner will ensure an approved Spend Authorization is linked to any expense report containing a non-compliant expense. If the required Spend Authorization has not been obtained, the Expense Partner will return the expense report to the employee or Expense Data Entry Specialist, requesting either an approved Spend Authorization or the removal of the non-compliant expense line.
To acquire financing for a lease/purchase transaction, contact the purchasing agent for the commodity you are interested in acquiring. The agent will help you complete a requisition for “lease” of equipment or for the purchase involving financing, and will guide you along in the process.
All lease/purchase financing must be conducted through the Department of Capital Finance on the established bulletin for financing. The only exception would be financing required by a mandatory state bulletin.
How to Sell, Dispose of, or Trade In an Item or Piece of Equipment
Purchasing Services has the sole authority for disposal of surplus and abandoned property at UW–Madison (other than titled and licensed vehicles which are handled by the Department of Administration – refer to Policy UW-3056). When possible all surplus property sales are conducted at the SWAP (Surplus with a Purpose) Warehouse, located at 1061 Thousand Oaks Trail, Verona, Wisconsin.
Sales and disposal of surplus items
For most items, the process begins by contacting SWAP via the completion of a Surplus Request Form. SWAP collects all reusable, repairable, or salvageable surplus equipment from the UW–Madison campus and state agencies in the Madison area, but will NOT collect items which are unsafe to handle or intended for recycling or disposal by another State department. Please consult the Material Acceptance Guidelines web page for more information. Depending on the value and type of items received, SWAP may choose to list items in their inventory and/or an online auction. Profits from the sales will be returned to departments according to the current SWAP revenue sharing rate (PDF).
For items associated with a formal bidding process, trade-in language can be added to the bid as a part of the package. Alternately, SWAP may provide a better return on your investment by offering the item for sale to a targeted audience. If you are interested in trading in a piece of equipment, please contact the purchasing agent responsible for that commodity area to discuss the trade and determine if it will offer the best value for your items.
University departments are NOT authorized to trade in or dispose of state property to persons or organizations outside UW- Madison without Purchasing Services approval.
How to Trace or Stop Payment for Non-Payroll Checks
Action
Definition
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