Purchasing

Business Office Purchasing Contacts

Chad Skempcskemp@chem.wisc.edu, 608.262.1481

  • For purchases below and above $5,000
  • To authorize listing an additional project/fund number in Aestiva
  • Event Purchasing Card use and questions

Bob Duesslerduessler@chem.wisc.edu, 608.262.4225

  • For monthly billing questions or reports
  • Internal billing (inter-department billing)
  • Event Purchasing Card use and questions

Quinn Lorang, 608.262.7517

  • Invoice issues (with external vendors)
  • Payments to individuals (checks as payments or awards)
  • E-reimbursement

 

How do I order items?

If you need to have an order placed, start with our online purchase request system, Aestiva, at purchasing.chem.wisc.edu.

  • You will need to have a chemistry account in order to gain access.
  • If you have never used the system, but have a chemistry account, send a request to Chad Skemp at cskemp@chem.wisc.edu with the following information:
  1. Full name
  2. Email (name@wisc.edu or name@chem.wisc.edu)
  3. Research group
  4. Phone number (so purchasing staff can contact you with questions about your request)

General Purchasing Guidelines

For purchases under $5,000: We can normally approve and process these requests without needing anything additional from the requestor. There may occasionally be other barriers, such as the intended vendor being prohibited by the university, but this is rare. For questions on purchases in this area, contact Chad Skemp, purchasing specialist, at 608.262.1481.

For purchases from $5,000 to $49,999, we require one of the following:

  1. That the vendor and the items being purchased already be on contract with the university. Search vendors currently on contract.
  2. Simplified Bid: Three comparative quotes, from which the lowest responsible quote is chosen to make the purchase; or
  3. Proper justification to waive the need for the simplified bid/three quotes, submitted on the Non-Competitive Purchase Request Form (.doc).*

*Non-Competitive Waivers over $25,000 require a governor’s waiver, which is very time-consuming and often unnecessary. In these cases, it generally makes most sense to prepare the simplified bid. If three relevant vendors are contacted, but two of the three cannot provide the requested items with required specifications, those two still count as bids.

For purchases of $50,000 or more: Purchasing Services will prepare an Official Sealed Bid or a Request for Proposal (RFP) depending upon the type of items and/or services needed. 

Our main contact for these is Jeff Whitman, jwhitman@bussvc.wisc.edu.

View a list of vendors who are not eligible to do business with UW-Madison.

Price Check Resources

Obtain pricing information through UW-Madison Materials Distribution Services (MDS). MDS provides access to several vendors, including Staples, Thermo Fisher, VWR, and Grainger. Please note this is a guide for pricing information only. Orders should be submitted through Aestiva.

To access MDS and view product and price options, go to MDS, then select “Been Here” and login using ID “guest” and password “guest1.”

Department Credit Cards and When to Use Them

Event Purchasing Card
Contact Bob Duessler to use this card

  • For catering or other food for an event
  • For event venue reservations, such as conference centers
  • For event supplies

In-Store Purchasing Card
Contact Chad Skemp to use this card

  • DoIT purchases
  • In-store purchases such as at grocery stores

Notes

  1. All lab and office supplies should be ordered via Aestiva whenever possible
  2. E-reimbursement may be used to reimburse purchases placed on personal credit cards
  3. Only use the In-Store Card if there is an immediate need for the item
     

To use a department credit card, you must submit the following documentation:

  • Business purpose (e.g., conference schedule, to collaborate with [Name] on [Project, etc.])
  • Funding (A481500 or other UDDS, a fund such as a 144 or 233 and project such as PRJ1234)
  • Copy of the paid receipt
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PDF icon Event Planning & Aestiva Guidelines 131.2 KB