This guide will help determine when a department can engage with suppliers directly or if the help of Purchasing Services is required.
The University of Wisconsin–Madison is subject to State of Wisconsin purchasing statutes and rules. Information on this page explains the rules for purchasing goods and services at UW–Madison.
Purchasing process
Before beginning the purchasing process, check to see if the university is allowed to purchase items from the vendor. If they appear on the following directories, they are ineligible.
- Buying products
- Buying services
- Digital accessibility purchase requirements
- Items requiring special approval
Many items can be found at ShopUW+ or through contracted vendors. ShopUW+ is an efficient way to make business purchases and carries commonly used items such as lab supplies, office supplies, computer hardware, and maintenance, repair, and operational supplies (MRO). ShopUW+ is a university resource that saves time and money.
Purchasing Services also manages contracts for many other items and services. The contracts have been negotiated to include favorable pricing and protective terms in case issues arise.
If the product or good can’t be purchased through those methods, a more structured buying process is required.
There are three ways to buy products and goods:
- Through a contracted vendor at ShopUW+
- From a contracted vendor not at ShopUW+
- From a vendor not on contact
The purchase of services such as maintenance, instructional, research and consulting require additional considerations and require the involvement of a procurement specialist.
UW–Madison is updating processes for purchasing digital tools or electronic resources in order to comply with a U.S. Department of Justice rule and university policy UW–519. When considering purchasing new digital tools or electronic content, individuals will need to consider the digital accessibility of that product prior to purchasing. Procurements that do not meet digital accessibility requirements may require consultation with the Office of Compliance.
The university requires all purchases meet digital accessibility requirements whenever they include software, websites, online tools, or vendor‑provided digital content such as PDFs or reports. This also includes transactional websites for physical items. This ensures technology and materials are usable by individuals with disabilities and compliant with federal disability laws. The level of review depends on who will use the product: tools intended for broad audiences—such as students, employees, or the public—may require additional evaluation and documentation compared to tools used by a single individual or a small internal team.
Because of these requirements, procurements involving digital components may take longer to complete. Learn more about the Accessible Purchasing Process (accessibility.wisc.edu)
What counts as a digital tool or electronic resource
Digital tools and electronic resources include vendor-provided technology or content individuals interact with electronically, such as:
- Software and platforms
- Web-based services and applications
- Transactional websites, such as a graduation apparel ordering website or similar services
- Digital content or tools used in any university function
If you have questions or need assistance, please email the ADA Coordinators in the Office of Compliance.
Certain items require special approval before purchase. Purchase orders will not be issued for these items unless specific criteria is met first. Contact a procurement specialist for assistance.
See UW-3043 Exceptions/Approvals/Special Handling Policy for specific instructions on how to handle the special approvals.
- Alarm, Security System Installation
- Asbestos Removal
- Audio Visual Equipment Installation
- Biological Safety Cabinet/Filtered Air Devices
- Computer Equipment and Software
- Computer Software License Agreement
- Controlled Substances, (Narcotics and Dangerous Drugs)
- Furniture
- Graphic Equipment
- Heating, Air Conditioning, Ventilation and Ionic Air Purification Equipment
- Importing or Exporting Goods and Services
- Legal Services
- Logos, Indicia/Trademarks
- Motor Vehicle
- Omnibus Reconciliation Act–Medicaid/Medicare Funding
- Printing
- Radioactive Materials
- Remodeling Project
- Signage (Buildings and Campus)
- Stable Isotope from U.S. Department of Energy
- Telecommunication Equipment
- Temporary Help-Contractual Services
- Weapons and Ammunition
- Explosives and exotic chemical materials
