Online Handbook for the Division of International Studies, and International Institute programs

Purchasing Goods and Services

How To Purchase Goods and Services at the University of Wisconsin - Madison
How To Find The Correct Peterson Purchasing Agent For The Product or Service I Want to Purchase
How to Prepare an External Requisition
How To Track the Path of an External Requisition
How To Set Up A Specific Blanket Order
How To Set Up An External Contract Blanket Order
How To Correctly Handle a COR (Continuing Order Requisition) For External Blanket Orders
How To Get An Emergency Transaction (ET) Processed
How To Complete A Change Order
How To Complete A Cancellation Order

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How To Purchase Goods and Services at the UW-Madison

Please choose from the following needs for more information on purchasing goods and services at UW-Madison:

Can I buy it myself or do I need Purchasing's involvement?
Can it be provided by one of our E-Commerce vendors or internally?
process an Emergency Transaction
I need cash to pay for certain expenses
I have a grant subcontract, which rules and procedures do I need to follow?
I already have the item, how do I pay for it?

The procedures presented on these pages are general campus policies. Your division or department may have alternate or additional rules and these instructions are not meant to supercede any that are put forth by your area of campus. Please feel free to contact Purchasing Services Purchasing Services with any questions you may have regardless of the dollar amount of the goods or services you wish to procure

How To Find The Correct Peterson Purchasing Agent For The Product or Service I Want to Purchase

Each Peterson Purchasing Agent specializes in a specific area. For a complete listing of the purchasing agents and their commodity areas, go to http://www.bussvc.wisc.edu/purch/purchdir.html. Each agents' phone number and email address is also available through this link. If you cannot find what you are looking for, please contact Purchasing Services and we will make sure you are directed to the appropriate point of contact.

How to Prepare an External Requisition

1. Choose the proper requisition form (External or Internal) for the type of goods or services you wish to procure.

External requisitions are to be used for purchasing goods/services from all external vendors.

Internal requisitions are to be used for purchasing goods/services from other UW Madison departments and colleges. For all other UW System campus, you must generate a check to pay for goods/services. An internal requisition may be used to facilitate this process.

2. Prepare the Requisition: Complete all the necessary fields on your requisition according to the step by step External Requisition Tutorial available at: http://www.bussvc.wisc.edu/purch/req/ReqTutorial.html

3. Processing and Routing Completed Requisitions: Route the requisition, according to your departmental procedures, to receive the necessary approvals and signatures. Your Dean/Director's office will encumber the necessary funds on the Accounting System (3270) and forward the requisition to Purchasing Services for Pre-Audit and final processing. Released orders are printed over night and mailed the next day. Proof the printed copy of the purchase order as received to ensure accuracy of vendor, vendor address, items ordered, etc. If there is an error, please contact Purchasing Services. You may contact the vendor to correct the problem and notify Purchasing Services via e-mail, fax, or to request a change order.

4. Tracking your Requisition: There are times where it may be necessary to track your requisition as it flows through the processing steps. Normal processing times vary depending on complexity, the routing process, workload, and many other factors. Please view the flowchart explaining the path your requisition must follow and if necessary, follow the instructions for tracking your requisition.
For more information, please refer to the following webpages:

How To Get An Emergency Transaction (ET) Processed
How To Complete A Change Order
How To Complete A Cancellation Order
How To Set Up A Specific Blanket Order
How To Set Up An External Contract Blanket Order
How To Correctly Handle a COR (Continuing Order Requisition) For External Blanket Orders
How To Purchase Goods and Services at UW-Madison
How To Find The Correct Purchasing Agent For The Product or Service I Want to Purchase
Direct Payment information

Completing an External Requisition
(Complete Text Instructions and Pictures)

The numbered Requisitions below correspond to the following numbered line by line detailed descriptions and pictures of completed information:

1. Requisition number - Each requisition number is unique and can only be used once. This number is already provided for you on the form (or a large block of numbers can be obtained for your department through special arrangements with Accounting Services). The requisition number plus the 6-digit vendor number becomes the purchase order number.

2. Requisition date - Insert the date your requisition is prepared using MM/DD/YY formating.

3-5. Approval signatures - Obtain all necessary signatures. Requisitions cannot be processed without the three required signatures (department chair, dean or director, and pre-audit). View How to Track the Path of an External Requisition for more information on the routing of your requisition.

6. Fund Account information - Indicate the proper fund coding information that this requisition will be charged to (fiscal year, fund, account, unit, division, department, activity, class code, bldg. number if required by the class code, and amount). Complete this information to facilitate encumbrance of funding for the requisition (requisitions cannot be processed without proceeding through the encumbrance process in your Dean/Director's office).

The class code is a 4 digit number which identifies the type of goods or services being purchased and is used to group purchases for reporting purposes. Class code information and a class code search can be found at http://www.bussvc.wisc.edu/acct/ccode.html to assist in identifying the correct code.

You may complete and attach a funding map form to your requisition when there is not enough space for all of the funding splits, all of the items on the requisition are not going to be charged to an equal proportion of the funding indicated, or more than one class code is being used. Specific orders may reference as many class codes as needed; however, a blanket order may only contain one class code (though split funding is acceptable on a blanket order).

7. Blanket / Continuing order beginning / ending dates - This information is only required for a blanket order or a continuing order requisition (COR). If that is the case, you will need to insert the beginning and ending dates the order will cover using MM/DD/YY formating. The time frame may not exceed a 12-month period. General Program Revenue (GPR) funded by 101 through 119 or 150 funds, must expire at the end of the state fiscal year, June 30. Any other funding source may overlap state fiscal years but may not exceed 12 months or the ending date of the funding source. The dates will automatically print on the purchase order. This is the only area where these dates should be inserted. [For more information see How To Correctly Handle a COR (Continuing Order Requisition) For External Blanket Orders , How To Set Up A Specific Blanket Order , or How To Set Up An External Contract Blanket Order ]. Do not complete this section for specific (regular) orders.

8. Vendor number - This field is not mandatory, only delegated purchasing agents are required to complete this area. Insert the vendor number, which may be obtained from a previous purchase order or by using the Vendor Inquiry option of the Purchasing System Inquiry website at: http://www.bussvc.wisc.edu/purch/purchinq.html. Each vendor order address is assigned a vendor number which combined with the requisition number becomes the 13-digit purchase order number. If a vendor number does not exist, contact Purchasing Services for a vendor number.

9. Vendor name and address - Insert the vendor name and order address (not remit-to address). If the order is to be directed to a specific individual provide an attention line in the item description area (15). If the requisition is for an order that will be bid (for more information refer to: Can I Buy It Myself or Do I Need Purchasing Services Involvement?), Purchasing Services will insert UW Purchasing Department, with the vendor number 099999, as the vendor.

10. Ship to address - Insert the department name, individual's name and address (with zip +4) where the product/service should be delivered. This must be the same information you supply the vendor if contacted.

11. Contact name and telephone - Insert your complete name and ten-digit telephone number, or that of the person to whom questions or problems should be referred.

12. Item number- Number each item on your requisition. When numerous items are being ordered under various funding sources, please complete and attach the funding map form to your requisition.

13. Quantity - Insert the quantity of each item being ordered. [Example: A product priced and sold in packages of 100 inserts, should read quantity: 1 Pkg. Product priced and sold as each insert, should read quantity: 100 each.] This is very important as the electronic purchasing system multiplies the quantity by the unit price to calculate the total price per item.

14. Unit- Insert unit description, [e.g., "each", "package", "case", "lot" or "month" for monthly obligations, "term" for blanket type, leases, maintenance, rental, and other continuing order requisitions.] This information is used by the vendor in filling the order and by Accounts Payable when auditing invoices.

15. Item description - Insert the description of the product and/or service to be purchased. Include the name of the product, manufacturer, model, serial, stock, and/or part numbers, etc. Maintenance, Rental, and Lease requisitions require that model and serial numbers be included. Accounts Payable matches the invoices to this description when processing for payment. When applicable, indicate the Order Message (16) if known. If the order is to be directed to a specific individual, provide an attention line, but do not put a quantity in front of the attention line.

Please double-space the information in the body of the requisition. If all of your order does not fit on the face of the requisition, there are additional ship-to locations, or there is other information that you wish to relay to Purchasing Services or to the vendor regarding the items being purchased, complete and attach an Additional Items List.

16. Order message- This is not mandatory, but must be completed if appropriate. If you have obtained a verbal, letter, email, or fax quote, indicate your vendor contact's complete name and the date of the quote in this area.

A. Confirming Order: If order has been phoned-in, faxed, or sent electronically, indicate the details in this area. For example, for an order which was phoned-in, indicate in the first line of the order message area: "Confirming Telephone Order", the vendor contact's complete name, and the date the order was called in. [This may be abbreviated as follows: (CTO)-Confirming Telephone Order, (CFO)-Confirming fax order, (CTV)-Confirming telephone order and verbal quote) with full name and date.] In these cases, no confirming copy of the Purchase Order will be sent to the vendor unless otherwise noted on the requisition (e.g., "send vendor copy").

B. Captial Equipment: Indicate inventory information if the item is capital equipment, (i.e. inventory number, previous Purchase Order number, component part of ________, etc.). If a trade-in is noted on your requisition, include the item's Manufacturer's Serial Number and Inventory Number if applicable. This will allow Property Control to remove the item from the inventory record.

C. Positive Approval: Indicate that Positive Approval is required if the department needs or wants to approve an invoice prior to payment.

D. Cash/Check with Order: If a check must accompany your order, be sure to indicate that information in this area by typing "CHECK WITH ORDER".

17. Commodity Codes - This field is not mandatory, only delegated purchasing agents are required to complete this area. Insert the appropriate 5-digit NIGP commodity code. If purchasing from a contract, use the corresponding NIGP commodity code located in the body of the contract. Use the Commodity Code Lookup available through the Purchasing System Inquiry to assist in identifying the correct NIGP code for specific orders.

18. Unit price - Insert the cost per unit of the items.

Discount - if a discount is applicable to all items, indicate within the first item. If the discount varies between items, indicate the discount within each item.

19. Total price- Insert the extended total (quantity multiplied by unit price) for each item.

20. Order total- Insert the grand total of all items.

21. Previous purchase order number - Insert the previous purchase order number for all continuing order requisitions and blanket orders whenever available. This number is automatically printed on the purchase order and will aid in prompt processing.

22. FOB - ("free on board") - This field is not mandatory, only delegated purchasing agents are required to complete this area. Insert the FOB terms per the FOB type code table. Only codes on that table are acceptable. This information is used to determine who is responsible for shipping charges and at what point ownership transfers.

23. Terms - This field is not mandatory, only delegated purchasing agents are required to complete this area. Insert the payment terms and applicable cash discounts per the Terms of Sale table. Use codes from this table whenever possible. If additional terms are necessary, contact Purchasing Services. When invoices are audited the cash discount will be deducted from the payment amount based on the code from the terms of sale table.

24. Delivery - This field is not mandatory, only delegated purchasing agents are required to complete this area. For all requisitions over $25,000 insert the delivery date information using MM/DD/YY format, if applicable.

25. Reference - This field is not mandatory, only delegated purchasing agents are required to complete this area.

Insert the order type from the:

A. Requisition Purchase Order Type Codes table: This code serves two purposes. The first letter indicates the type of order [e.g., M-maintenance, P-regular purchase order, B-blanket order, X-contract blanket order, etc.]. The second letter represent Accounts Payable audit information [e.g., C-verified pricing, A-unverified pricing, etc.].B. Print Type - Insert the appropriate print type from the Print Type Format table.

26. Bid Number- This field is not mandatory, only delegated purchasing agents are required to complete this area. Insert the bid or contract number [e.g., 00-5700] when using a written bid or contract to secure pricing for your order. Reference the contract number in this area if preparing an External Contract Blanket Order (for more information see: How To Set Up An External Contract Blanket Order).

27. Waiver Number - This field is not mandatory, only delegated purchasing agents are required to complete this area. If referencing a waiver for the procurement, insert the appropriate waiver number [e.g., 00-7XXX, PROX-X, JL-XXXX, SW-XXXX, etc.] in this field. Whenever there is a DOA approval Number and a Waiver number assigned, use only the Waiver number.

28. DOA State Contract Number- This field is not mandatory, only delegated purchasing agents are required to complete this area. When using a Department of Administration (DOA) state contract (bulletin), insert the 10-digit contract number (ex. 15-60042-311) in this field.

29. General Ledger Entry - This field is not mandatory. Date and time stamp and/or Peterson agent's enter and release code.

30. PO-READY Stamp - Do not complete unless you are a delegated purchasing agent. Affix the stamp, sign your delegated agent/assistant (if applicable) initials and date when you have completed the requisition. This stamp identifies the transaction as a delegated PO ready requisition.

31. Attachments- (i.e. item list, drawings, specifications, order forms, contracts, etc.) (this does not appear on the requisition form). Staple all necessary attachments to your requisition. You must provide copies labeled in the top right hand corner of the attachment with the complete Purchase Order number, Vendor Name and Fiscal Year and to which copy/file they are to be directed as follows [e.g., Vendor File XXXQXXX-XXXXXX, ABC Company Vendor XXXQXXX-XXXXXX ABC Company, Accounts Payable and requisition]:

A. Attached items list - 4 labeled copies for: (1) Vendor, (1) Vendor File, (1) Accounts Payable, and (1) requisition

B. Attachments for the vendor (order form, drawings, specifications, contract)- 2 labeled copies for: (1) Vendor and (1) vendor file

C. If Cash with Order - 3 labeled copies for: (1) vendor, (1) vendor file, and (1) voucher.

How To Track the Path of an External Requisition

Once you create your requisition and begin to route it for approvals and processing, it will generally take the following path. Your requisition will take 2-14 days from the transaction date (TRN DT) listed on 3270 to be received in Purchasing Services (step 5 below).

End user submits a request for a product or service and the requisition is prepared in the department's business office.
Dean or Director's Office gives departmental approval for encumbrance of funds, signs the requisition, and enters the information on 3270.
Requisition is forwarded to Purchasing Services (2nd floor Peterson Building) for Pre-Audit review. At this point the requisition is logged in and routed to the next step.
If the acquisition involves capital equipment, it is forwarded to Property Control for review. If the requisition is coded to 133 funds for capital equipment, sub-contracts, rentals, maintenance and repair, or travel class codes, it is forwarded to Research & Sponsored Programs (RSP) for review and approval.
Requisition Entry in Purchasing Services receives, time stamps, enters, and releases orders $5000 and under (called best judgment orders).
Orders $5000 and over are forwarded to the appropriate purchasing agent for review and approval of proper contract usage and/or a bid or simplified bid process if necessary.
The Purchase Order (PO) is created and sent to the vendor and a copy is sent to the originating department.

Steps to Track your External Requisition:

Begin by checking the Purchasing Inquiry website to see if Purchasing Services has entered the requisition and generated an order.

To determine if the order has been issued, click on "Purchase Order Inquiry". Enter the seven-digit requisition number and click "Get Order Information". If a record appears (listing a requisition number, vendor, date, and amount), this indicates that the purchase order has already been issued and copies have been mailed to the vendor, the originating department, and Accounts Payable. If you have not received a copy of the purchase order (after at least one week), please contact Purchasing Services to have another copy generated. The date listed in the record is the date that the order was released by Purchasing. To view further order detail, click "Get Record". This lists which Purchasing Agent the order was assigned to (should you have questions or need to change your order), and will allow you to look at the individual items on your requisition, any messages appearing on the purchase order, the actions performed on the order, or the vendor information by clicking the appropriate button.

If no information appears, this indicates that the order has not been issued. Go back to the Purchasing Inquiry site and click on “Requisition Inquiry”. Enter the seven-digit requisition number and click “Begin Query”. This provides a list of the actions taken on your requisition thus far. If there is information displayed, this indicates that your requisition is in Purchasing and an order will be issued as soon as possible. By clicking "Get Detailed Summary of Req.", you will see which Purchasing Agent the requisition is assigned to as well as being able to view the listed items and order messages by clicking the appropriate buttons near the bottom of the screen.

If no information is found in step 1, check 3270 (using INQR) to see if your Dean/Director's office has signed and encumbered the order. If the information is available on 3270, the requisition is most likely still in transit from their office to Purchasing Services.
If the information is not available on 3270, contact your Dean/Director's office to see if they have signed and encumbered the order and forwarded it to Pre-Audit.
If it has been 2 weeks since the initiation of the requisition, and it has been entered on 3270 by your Dean/Director's office, you may contact Purchasing Services to see if we are able to track down the requisition. Purchasing keeps a log of all incoming external requisitions and where they have been routed. You may also download our Requisition Tracking Log Excel File and follow the instructions to track your own requisition. An updated version of the file will be posted at the end of each business day.

How To Set Up A Specific Blanket Order

A Specific Blanket Order is issued to establish an account with external vendors or with other State of Wisconsin agencies or municipalities for the purchase of similar commodities, supplies, or services not covered by a contract or waiver.

No single transaction or release against a blanket order may exceed $5,000.00.

Blanket orders are NOT issued for printing except for allowable items under the $50 per transaction. (See "How To Purchase A Printing or Copying Job").

Procedure:

Request a Blanket Order by completing an external requisition form and routing it through normal approval channels. Please view the external requisition tutorial for a step by step completed example of a sample requisition.

Determine the beginning and ending dates of the blanket order (beginning and ending dates must be inserted as shown by clicking on item 7 in the external requisition tutorial) and estimate the encumbrance dollar amount to cover anticipated expenditures during the term of the blanket order.

The blanket order may be issued for a maximum of 12 months. Departments should not place a release prior to the beginning date or after the expiration date. General Program Revenue (GPR) funded by 101 through 119 or 150 funds, must expire at the end of the state fiscal year, June 30. Any other funding source may overlap state fiscal years but may not exceed 12 months or the ending date of the funding source. The start date of the order may be backdated by two weeks from the requisition date, or to the beginning of the current month, whichever is longer. Exception: Continuing Order Requisitions (CORs) inclusive dates will coincide with the beginning date identified on the COR.

Departments may begin to purchase using the blanket order AFTER receiving the department copy of the purchase order or if the purchase order is shown as printed on the Purchasing System Inquiry (click on "Purchase Order Inquiry", enter your requisition number and click "Get Order Information". If a record appears, this indicates that your purchase order has been printed). The department should provide the vendor with the complete 13-digit blanket order number, verify the ship-to address and provide a contact name and phone number at the ship-to address. The department should remind the vendor that three copies of the invoice, referencing the blanket order number, must be sent to ACCOUNTS PAYABLE, 750 University Avenue, Madison, WI 53706-1490.

If departments have questions regarding external blanket orders, contact Purchasing Services.

How To Set Up An External Contract Blanket Order

A Contract Blanket Order is issued to establish an account with a specific external vendor for the purchase of specified commodities based on a competitive bid, or for items determined to be exempt from competition by the authority of a waiver.

Departments must order only commodities covered by the class code referenced on the blanket order. There is no dollar limit per release unless stipulated in the referenced contract, waiver, or bulletin.

Contract Blanket Orders for printing are issued only for departments with delegated authority to purchase printing. (See "How To Purchase A Printing or Copying Job").

Produce:

Request a Contract Blanket Order by completing an external requisition form and routing it through normal approval channels. The contract, bulletin, or waiver number should be typed in the appropriate box on the bottom of the requisition form (click on items 26, 27, and/or 28 in the external requisition tutorial for a completed example of these fields on a sample requisition).

Determine the beginning and ending dates of the Contract Blanket Order and estimate the encumbrance dollar amount to cover expected expenditures during the term of the Contract Blanket Order (beginning and ending dates must be inserted as shown by clicking on item 7 in the external requisition tutorial).

The Contract Blanket Order may be issued for a maximum period of 12 months. Departments should not place a release prior to the beginning date or after the expiration date of the Contract Blanket Order, the contract, the bulletin, or the waiver. General Program Revenue (GPR) funded by 101 through 119 or 150, must expire at the end of the state fiscal year, June 30. Any other funding source may overlap state fiscal years but may not exceed 12 months or the ending date of the funding source. The start date of the order may be backdated by two weeks from the requisition date, or the beginning of the current month, whichever is longer. Exception: Continuing order requisitions (CORs) inclusive dates will coincide with the beginning date identified on the COR.

Departments may begin to purchase using the blanket order AFTER receiving the department copy of the purchase order or if the purchase order is shown as printed on the Purchasing System Inquiry (click on "Purchase Order Inquiry", enter your requisition number and click "Get Order Information". If a record appears, this indicates that your purchase order has been printed). The department should provide the vendor with the complete 13-digit blanket order number, verify the ship-to address and provide a contact name and phone number at the ship-to address. The department should remind the vendor that three copies of the invoice, referencing the blanket order number, must be sent to ACCOUNTS PAYABLE, 750 University Avenue, Madison, WI 53706-1490.

If departments have questions regarding external blanket orders, contact Purchasing Services .

How To Correctly Handle a COR (Continuing Order Requisition) For External Blanket Orders

A Continuing Order Requisition (COR) is a computer generated requisition created by Purchasing Services and sent to assist departments in renewing expiring blanket-type, maintenance, rental/lease, or software maintenance and licensing agreement orders. Purchasing Services will automatically generate and distribute CORs five times a year (quarterly and for the June 30 fiscal year ending date) in an effort to reduce clerical and administrative effort necessary to renew blanket-type requisitions. CORs eliminate having to type an entirely new requisition.

The COR computer program automatically advances the fiscal year and blanket order dates by one year.

Please change the information on the COR to meet your needs. An example would be if the fiscal year appears as a “3”and it should be “4”, if the blanket order dates are incorrect or if any of the funding information is incorrect. The specified time period for the order may not exceed one year.

All changes should be done in red ink. If changes are made, the fiscal year and the beginning blanket order date must agree and the appropriate information must be entered on EPRQ.

When the COR you receive references a contract or bulletin number, please verify that it is still valid prior to submitting your COR. The contracts section of Purchasing Services web site at http://www.bussvc.wisc.edu/purch/contract/conindx.html provides information on UW-Madison, UW-System and State DOA contracts.

Most importantly the COR's that you receive do not need to be retyped. Please make changes in red ink and process them as quickly as possible. If an order is NOT to be renewed, simply destroy the COR.

If a COR is not received for a blanket-type order to be continued, a replacement order may be created by preparing a new requisition. New blanket-type orders may be created at any time by processing a new requisition.

Forward the original signed and approved CORs to your Dean or Director's Office for encumbrance. The Dean or Director's Office should then forward the CORs as follows: Funds 144 and 133 WITH class codes 3212 (maintenance), 3172-3176 (rental & leases), 3221-3228 (services) or 4000 (capital equipment) ONLY are to be sent to: Office of Research and Sponsored Programs (RSP), Room 400 Peterson Bldg for review/approval. RSP will then forward these to Purchasing. All other CORs are sent to Purchasing Services, 242 Peterson Bldg.

For more information see PPP 21 Continuing Order Requisitions (CORs) or contact Purchasing Services.

Domestic Overnight Letters and Packets

FREIGHT

For direct payments of freight invoices, which includes all Federal Express invoices, the following information must be included on the air bill:

The complete name and address of persons initiating shipment

The department name and complete telephone number for follow-up contact purposes

Your complete accounting data (fund, account, unit, division, dept, act., class code)

Each carrier has a designated area for accounting data. For example, Federal Express has reserved line #2 titled "Your Internal Billing Reference Information", Airborne has a Billing Reference Information line, and Emery and DHL have a Shipper's Reference line. Drop boxes are conveniently located throughout the campus for each carrier.

These payments are charged directly to the coding indicated at the time shipment is initiated. A copy of the paid invoice is forwarded to the department paying for the shipment.
In cases where Funding is absent/incomplete Accounting Services will charge the shipper's division's default funding string (usually 101). The funding string that was charged will be recorded on the remitting copy that is sent back to the division. The division will be responsible for transferring the charges to other funding if desired.
If you receive a copy of an invoice with incorrect coding, contact the person initiating the shipment and ask for the correct coding to be charged. Then complete a Non-Salary Cash Transfer Form, crediting your coding and charging the proper coding. If you are unfamiliar with transfer procedures, contact Veronica Olson or Dave Diericks for assistance. If you have any questions on freight charges that have been paid, please contact Joann Neis.

WRIGHT EXPRESS CREDIT CARD GASOLINE CHARGES

The invoice and tickets are sent directly to the department by the vendor. The department verifies the current month's charges against their original tickets and approves the total to be paid. This should be done in a timely manner so that payment will be received by the vendor prior to the next billing cycle.

If the vendor does not show a deduction on the invoice for fuel tax, the department must calculate it and deduct it from the invoice total. To arrive at the amount of tax charged, the total gallons of gas purchased are multiplied by the tax rate. If you need the current tax rate, call Pre-Audit at 262-1147.

If there is a previous balance on the invoice, the department should deduct it from the total to be paid and indicate when the charge was processed. There are only extreme situations where we would approve payment of a previous balance. The department should contact the vendor regarding the previous balance brought forward.

If a credit amount is shown on the invoice, the department should include it in the total to be paid only if the vendor has provided documentation supporting the legitimacy of the credit.

Once the total to be paid is determined, the authorized person at the department office should sign the invoice, indicate the amount being paid, and complete the coding being charged. The original invoice, a copy of the invoice, and the tickets should be sent to your Dean/Director's Office for approval. These payments are processed directly by Pre-Audit and do NOT go through Purchasing Services. Please contact Ruth Shipman or Rich Sterkowitz if you have questions on Wright Express Credit Card charges.

WISCONSIN DEPARTMENT OF ADMINISTRATION - CHARGES FOR MICROFILM, CAR FLEET AND DOCUMENT SALES

Monthly invoices for all UW-Madison charges related to these DOA services are processed by Pre-Audit. Since DOA combines all charges from the University on one invoice, it is EXTREMELY important to give them either a current valid requisition number or the complete direct payment coding (fund, account, unit, division, department, activity, and class code) when requesting their services. Please contact Rich Sterkowitz for information on these charges.

MEMBERSHIPS (http://www.uwsa.edu/fadmin/fppp/fppp34.htm), REGISTRATIONS AND SUBSCRIPTIONS

To assist us in properly handling your payment, please use the Direct Payment Form when submitting memberships, registrations, and subscriptions. This is especially helpful when processing multiple invoices to one vendor. Any special instructions ( i.e. must be paid in foreign currency, call for check pickup, or return to department) should be explained on the form. Payments are made according to 30 day prompt pay statute, unless you have special instructions. Registrations on 133 funding are sent to Research and Sponsored Programs for their review prior to us making payment so please consider this in our processing time.

Please contact Rich Sterkowitz for information on all membership, registration or subscription payments.

TRAVEL AGENCY INVOICES

To direct pay a travel agency invoice, send the original and two copies of the travel agency invoice through your Dean/Director's Office. We strongly encourage that you use the Direct Payment Form to submit your invoice. If you don't use the form all of the funding information (fund, account, unit, division, dept., act., and class code), business purpose of trip and approving signatures from the supervisor and Dean/Director's Office must be recorded on the original invoice. See attached sample for the proper format of coding information and required signatures.

Service fees must be paid as part of the total invoice. Extra charges for additional legs of a trip and ticket change/cancellation fees must have a business justification attached. If a portion of the trip was personal, the traveler must attach a check payable to the travel agency for the personal portion.

How To Get An Emergency Transaction (ET) Processed

An Emergency Transaction (ET) is a request for payment for goods or services or the creation of a purchase order where the initiator of the request cannot wait the time required for the normal payment or procurement process. The initiator must justify the need for a payment or purchase order on the same day.

The ET request is subject to the same accounting, purchasing and approval policies as a normal transaction, but is done so in an expedited fashion.

To Request ET treatment of a transaction:

Prepare an ET request form and attach all necessary documentation for the transaction. Indicate on the ET request form whether the purchase order or check should be mailed or held for pick-up. An ET request form is required with each emergency transaction.

Route the ET request form and related document through the appropriate department and dean's offices for approval.

Hand deliver the ET request form and documents to the 2nd Floor receptionist in the Peterson Building by 10:00 a.m. to be processed that day. If received after 10:00, the transaction will be held for processing the next workday.

Pick up the purchase orders and checks between 3:00-4:00 p.m. that same day or between 7:45-4:00 the next workday at the 2nd floor receptionist in the Peterson Building. A copy of the ET request must be presented to the 2nd floor receptionist to ensure the appropriate documents are released. If documents resulting from ET's are not picked up within this time frame, the documents will be mailed (campus mail) to the respective Dean's/Director's Office, who will distribute them to the initiator of the ET.

Ways to avoid the need for an ET:

Where allowable and possible use procurement cards to make payments.

Plan ahead. TER's and PIR's normally take 7-10 business days, and requisitions for purchase orders may take a minimum of 2 weeks to process. If you are able to accept this processing time, please do not use an ET request.

Same day processing is possible under emergency circumstances such as:

An unexpected repair of a machine is necessary

A significant dollar savings will be realized if purchased today

Damage caused by weather

A threat to health, safety or welfare

Where bidding or special approvals are required to process a purchase order, the ET process may not be available due to timeframes imposed by the bidding process or the special approval.

How To Complete A Change Order

Change Orders for Specific Orders
Change Orders for Blanket Orders

Purchasing Services issues Change Orders to modify existing Purchase Orders with concurrence of the user department.

A Change Order is issued :

To add or delete an item(s) to a Purchase Order.

To Change term dates on a Blanket/Contract order.

To Change the description of an item(s).

To Change item(s)/ price(s) if the order total changes by $100 or more.

Per vendor request with consultation of the user department.

CHANGE ORDER PROCEDURES FOR A SPECIFIC ORDER:

DELETING ITEM(S): Contact the purchasing agent of record. Indicate the Purchase Order number, the item(s) to be deleted, and the reason for the deletion (e.g., no longer needed, too long for delivery). The Purchasing Agent will review and issue a Change/Cancellation order to notify the vendor, and copy Accounting Services and the requesting department. Accounting Services will change the encumbrance if the order amount changes by $100 or more.

ADDING NEW ITEMS OR INCREASING ITEM(s) QUANTITY: The department MAY request the vendor to add a new item(s) to the order or to increase the quantity of an original item(s) if: it adds LESS than $100 to the order total, the item(s) fits within the class code of the order, and the vendor does NOT require a Change Order. If the order total increases by more than $100 or the vendor requires a Change Order, the department should contact the Purchasing Agent of record. Indicate the Purchase Order number, the item(s) and/or quantity to be added to the order, and the reason for the addition(s). The Purchasing Agent will review and issue a Change Order to notify the vendor, and copy Accounting Services and the requesting department. Accounting Services will change the encumbrance if the order amount changes by $100 or more.

EXCHANGING ITEMS RECEIVED The department should contact the Purchasing Agent of record. Indicate the Purchase Order number, the item(s) to be exchanged, and the reason for the exchange (e.g., wrong model or color). The Purchasing Agent will issue a Change Order to notify the vendor, and copy Accounting Services and the requesting department. Accounting Services will change the encumbrance if the order amount changes by $100 or more.

INCREASING OR DECREASING ITEM(s) PRICE: The purchasing agent of record will review price change(s) and may issue a Change Order to the vendor if appropriate. Accounting Services and the department will receive a copy of the Change Order. Encumbrance changes of $100 or more will be made by Accounting Services and will appear on WISDM and the 3270 transaction INQR.

CHANGE ORDER PROCEDURES FOR EXTERNAL BLANKET OR CONTRACT BLANKET ORDERS:

CHANGING the END DATE: Prepare a requisition, stating the new dates in the BLANKET PERIOD box. NOTE: The Blanket/Contract Order CANNOT EXCEED 12 MONTHS (see How To Set Up A Specific Blanket Order for more information). Cross out the preprinted requisition number and type in the original order number. Type DATE CHANGE under the typed in number. Send the requisition through normal approval channels. The department or Dean's Office will change the ending date on the accounting system. The Purchasing Agent of record will issue a Change Order to notify the vendor. Accounting Services and the department will receive a copy of the Change Order.

INCREASING OR DECREASING ENCUMBRANCE: Prepare a requisition indicating the desired dollar amount to be encumbered. Cross out the preprinted requisition number and type in the original order number. Type either ADDITION or REDUCTION under the typed in number. Send the requisition through normal approval channels. The department or Dean's Office will change the encumbrance. The department can verify an encumbrance change in 3270 transaction INQR. Purchasing will not issue a Change Order.

ADDING OR DELETING ITEMS: Before ordering any new item(s), the department MUST contact the Purchasing Agent of record, indicating the Purchase Order number and the items to be added or deleted from the order. Any added item(s) must fall within the class code description of the original order. The Purchasing Agent of record will issue a Change Order to notify the vendor and copy Accounting Services and the requesting department.

EXCHANGING ITEMS RECEIVED The department is responsible for returning the item(s) and ensuring that credit has been received. No Change Order is required for the replacement item(s).

How To Complete A Cancellation Order

Purchasing Services issues Cancellation Orders to modify existing Purchase Orders with concurrence of the user department.

A Cancellation Order is issued:

When the vendor cannot provide product.

By request of department when item(s) are no longer required.

When funds are no longer available.

To change vendors.

Cancellations can be processed:

BEFORE any items have been received.

AFTER all payments that have been made for items received appear in WISDM.

At least 60 days PRIOR to the ending date of the blanket type order.

Contact the Purchasing Agent of record. Indicate the Purchase Order number and the specific reasons for cancellation. The Purchasing Agent will issue the Cancellation Order to notify the vendor and copy Accounting Services and the requesting department. Accounting Services will then cancel the encumbrance.

If you have any questions regarding Cancellation Orders, please contact Purchasing Services.