Purchasing Information

Various payment methods are available to use for purchases less than $5,000. Please click on the payment method link above to determine which method is appropriate for your needs.

If your purchase is $5,000 or more, see the Purchasing Matrix below for requirements.

Tax exempt Status: Purchases made while conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase.  Any personal use of university’s tax exempt status is prohibited and is grounds for discipline. Please use the tax exempt certificate when making business-related purchases. The University may deny reimbursement to individuals for sales tax expenses

CategoryPurchasing InformationPayment Method/Procedure
Office/Classroom Supplies
Computer, laptops, printers, technologyBITS@sohe.wisc.eduProvide funding string to BITS
FurnitureBITS@sohe.wisc.eduProvide funding string to BITS
Copying/Printing
  • For small copy/print job, use your assigned Copy Code at the 2nd Floor Print Center
  • For larger jobs you can send your order through the DoIT Print Center using your “D” number.
PostageSoHE has a postage meter in the receiving room in the basementTo obtain a postage code please email your funding string to
MembershipsIndividual memberships are not allowable on GPR (Fund 101) funding unless a justification is provided as to how the membership benefits the school and students.
SubscriptionsIndividual subscriptions are not allowable on GPR (Fund 101) funding unless a justification is provided as to how the membership benefits the school and students.
Services provided by an individual (non-employee) <$5,000
  • Competitive procurement is not required.
  • Recommend searching UW and State Contracts
  • Recommend contacting 2-3 vendors for quotes if no UW or State contract is available.
  • Payment to Individual (PIR), email the following information to Gloria McCord:
    • Completed W-9 for individual
    • Date(s) of service
    • Description of service(s) provided
    • Amount to pay
    • Address (if different than W-9)
    • funding string
Goods or services provided by a business/vendor <$5,000
  • Competitive procurement is not required.
  • UW and State Contracts
  • Contact three (3) vendors for quotes if no UW or State contract is available.
  • Pay with purchasing card if possible.
  • Direct Payment (DP) provide the following to Gloria McCord in the Business Office:
    • Completed W-9 for business
    • Invoice that includes dates of service, description of services provided, amount and address
    • funding string
Goods or services, $5,000-$49,999
Includes following:
  • If all items purchased exceed $5,000 but no one item is $5,000 or more.
  • Separate purchases from the same vendor over any 12-month period total $5,000 or more.
  • Competitive procurement is required
  • Shop@UW
  • UW and State Contracts
  • If no contract is available, a simplified bid process must be completed to select a vendor. Please contact Michael Kukula for assistance.
  • If there is only one qualified vendor available or you choose not to complete a bid process, please follow the sole source procurement procedures noted below.
  • Once a vendor is selected, a requisition must be created using the External Requisition Generator:
    • Enter the UW/State contract number on the requisition or attach all supporting procurement documentation to the requisition. If you need assistance, please contact Michael Kukula in the SoHE Business Office.
Goods or services, $50,000 or more
Includes following:
  • If all items purchased exceed $50,000 but no one item is $50,000 or more.
  • Separate purchases from the same vendor over any 12-month period total $50,000 or more.
  • Competitive procurement is required.
  • UW and State Contracts
  • If no contract is available, a formal request for bids or request for proposals must be completed to select a vendor. Please contact Natalie Feggestad in the SoHE Business Office for assistance.
If there is only one qualified vendor available or you choose not to complete a bid process, please follow the sole source procurement procedures noted below.
  • Once a vendor is selected, a requisition must be created using the External Requisition Generator:
    • Enter the UW/State contract number on the requisition or attach all supporting procurement documentation to the requisition. If you need assistance, please contact Michael Kukula in the SoHE Business Office.
Sole Source Procurement between $5,000 to $24,999: Goods or non-academic services.Non-Competitive Purchase Request Form, will need the following information:
  • A written price quotation from the vendor
  • A statement justifying how the procurement is in the best interests of the state and that the price is reasonable either on a fair market value or on a cost basis
  • A statement documenting attempts at locating additional vendors (including vendor names, first/last name of contact, phone number and address)
If you need assistance with the above form, please contact Natalie Feggestad in the SoHE Business Office.
Obtain a completed and signed W-9 form from the provider.
  • Create a requisition using the External Requisition Generator:
    • Enter the UW/State contract number on the requisition or attach all supporting procurement documentation to the requisition. If you need assistance, please contact Michael Kukula in the SoHE Business Office.
    • Attach the Non-Competitive Purchase Request Form and supporting documentation to the requisition and submit to Michael Kukula in the SoHE Business Office for processing.

Sole Source Procurement between $5,000 to $24,999 for Academic Services, defined as providers directly serving the University’s mission of academic instruction or research. This does not include sub-awards for grants.Purchase of Services Justification Form AND Contract Details Form will need the following information:
  • A description of services to be provided including dates of service.
  • Name and address of the provider.
  • Amount of contract, payment terms.
  • A statement regarding how it was determined that no other qualified vendors are available and what makes this provider unique.
If you need assistance with the above forms, please contact Natalie Feggestad in the SoHE Business Office.
Obtain a completed and signed W-9 form from the provider.
  • Create a requisition using the External Requisition Generator: Indicate that the requisition is being requested as non-competitive procurement. If you need assistance, please contact Michael Kukula in the SoHE Business Office.
  • Attach the Purchase of Services Justification Form, Contract Details Form, W-9 and other supporting documentation to the requisition and submit to Michael Kukula in the SoHE Business Office for processing.
Sole Source Procurement over $25,000.Sole source procurements over $25,000 require approval from the State of Wisconsin Governor’s Office.Contact Natalie Feggestad in the SoHE Business Office for assistance.