RESEARCH SUPPORT OFFICE Space Science and Engineering Center

1. The first place to check for item availability is ShopUW+. We are required to make any purchases when able through ShopUW+ punch out vendors. All of these vendors are contract vendors and have negotiated pricing, and in some cases rebates.
   • All UW employees are able to login with their NetID and shop through the site.
   • You will be able to create a cart and then assign it to Melissa in the Purchasing Office. (You will not be able to finalize the order in ShopUW+ without being authorized.)
   • In the order comments, please note the project # and business purpose.
   • If you are not comfortable creating a cart, you are welcome to skip to step 3, and the SSEC Purchasing Office will create the cart for you.
2. If the item is not available through ShopUW+, or is not in stock in the time frame needed, then we can use other vendors to make the purchase. (Please note price is not considered an acceptable reason to use another vendor.)
3. When another supplier must be used, complete the SSEC Purchase Request Form and email it to purchasing. This form contains all the information needed to complete the purchase including:
   • Vendor name and information
   • Business purpose
   • Quantity needed
   • Unit – each, pack, case, etc.
   • Item description
   • Unit cost
   • Delivery information
   • Project number
4. Purchases for computing equipment should be discussed with TC prior to submitting a cart or purchase request.
5. All requests over $5000 must also have the SSEC Purchase Request Form signed by the PI or PM.
6. If the order contains Capital Equipment please put an ‘X’ next to Capital Equipment and also Fabrication if applicable, noting the fabrication number.
7. All requests containing Capital Equipment or any purchase over $5000 require an additional approval to ensure that the project being used has the proper funding for the equipment. If not, then it may be necessary to reach out to the sponsor for prior approval. Please allow enough time.
8. The SSEC Purchasing Office will determine the best way to place the order.
   • Some orders under $5000 may be placed using a purchasing card.
   • Any orders for vendors that require a purchase order will need to be placed through the ShopUW+ requisition system.
9. Orders placed through ShopUW+ enter the workflow when we submit the requisition. Orders over $300 require approvals, then the processing is completed by the automated punch out system, or by UW Procurement Specialists.
10. When the order is complete, you will receive an email from SSEC Purchasing with the procard or purchase order number and the order details.

How long it takes to process an order depends on several factors. The SSEC Purchasing Office will work on your order as quickly as we can, but please be aware that especially during peak times as projects prepare for field deployments, our order queue can be long. We understand that emergencies happen so please reach out to the Purchasing Office to highlight urgent situations. Once we start working on your order, how long it takes to finalize the order depends on the cost and complexity of the order and sometimes on the suppliers.

1. 1. ShopUW+ punch out orders that are not Capital and under $5000 are processed automatically by the system and are typically finished within the day and often within minutes.
   2. ShopUW+ punch out orders that are Capital or over $5000 go through two levels of SSEC approval and must also be approved by UW Property Control. These requisitions have to be finalized by a UW Procurement Specialist so these orders can take anywhere from one to ten days depending on the work load at UW Purchasing.
   3. ShopUW+ purchase orders not done through punch out suppliers can take anywhere from a few days to several weeks. If the supplier is not already set up in the system, the SSEC Purchasing Office will contact the supplier for the necessary information and submit a supplier set up request. Once that is complete and we can turn in the requisition, it must be processed by a UW Procurement Specialist.
   4. Procurement card orders can take anywhere from one day to a few weeks, typically dependent on the vendor. Some suppliers are more responsive than others and we may also have to work with them on getting a tax exempt status.
   5. For special orders including bids, sole source purchases, and waivers the time to process can be up to several months. It’s always best to reach out to SSEC Purchasing as early as possible. Even if you don’t have all the information yet, we can start involving UW Purchasing to get the necessary forms and start the process.

There are a limited number of authorized procurement cardholders at SSEC who have completed the required training. There are no “department” or “SSEC cards” and purchases using a procurement card can only be done by the cardholder. Cardholders may not share their cards or account numbers with others, and card numbers cannot be stored in any online account accessed by anyone other than the cardholder. A cardholder may use the purchasing card to make purchases on behalf of other employees or non-employees (e.g. airfare for another traveler). Full details are outlined in UW-3013 Purchasing Card Policy.

Purchasing Services manages and maintains many contracts for the purchase of products and goods. These contracts have already gone through a formal bidding process and do not require additional work prior to purchasing the needed products and/or goods. Contracts may be limited in scope so not all items available through a vendor are necessarily included in the scope of the contract. The SSEC Purchasing Office can assist in searching for contract vendors.

Printing and copying services are an exception to the previously stated dollar thresholds. The State of Wisconsin has very strict rules relating to printing services embedded in the constitution, governed by Chapters 16 and 35 of the Wisconsin Statutes. See UW Policy UW-3044. Printing over $49.99 must be ordered through Digital Publishing & Printing Services (DPPS, formerly DoIT Printing) or University Marketing (formerly University Communications). This applies to all printing jobs, including quick copy/duplicating and photocopying. Please refer to the following link for the most common methods to acquire printing services: How To Purchase A Printing or Copying Job and contact the SSEC Purchasing Offfice for assistance.

Business cards are ordered through Digital Publishing & Printing Services (DPPS). DPPS has numerous products and services and has an Online Store for placing print orders. https://printing.wisc.edu/ordering Log into the DPPS ordering site with your NetID and choose ‘Business Cards’. In the UW Madison folder you will find template options to configure with your information. When you add to cart and check out it will ask for a funding string for payment. Please contact the SSEC Purchasing Office for the correct funding to use.

Purchases by Wisconsin governmental units, including the University of Wisconsin System, are generally exempt from Wisconsin sales and use tax under s. 77.54(9a)(a), Wis. Stats,., and Section 11.05(4)(b) of the Wisconsin Administrative Code. In addition, the Wisconsin Department of Revenue has issued the University of Wisconsin System a Certificate of Exempt Status (CES) found here WI Tax Exempt Certificate. To avoid payment of sales and use tax on purchases, UW institutions should provide vendors with this CES number.

In addition the state of Wisconsin has tax exemption agreements with several other states. Where is the UW exempt from sales and use tax?

• • State of Wisconsin: Refer to Wisconsin State Tax Exemption

• • Other States: Sales Tax Exemption From Other States

• • Countries: UW is not exempt outside the U.S.

Other Taxes: UW is not exempt from Excise Tax or any other Non-Sales and Use Tax

Note: Purchases made outside of university-approved payment mechanisms cannot claim the UW Sales and Use Tax exemption and are required to pay applicable Sales and Use Tax charged on the purchases. Purchases made outside approved payment mechanisms also cannot use the UW tax exempt documents (W-9, etc.) or the UW EIN numbers for purchases. Only purchases made by the UW directly through approved payment mechanisms can use these documents and exemptions. Full sales and use tax guidance: Sales and Use Tax – Division of Business Services – UW-Madison