Policies and Procedures

Purchasing Policies and Procedures (PPPs)

The UW-Madison Purchasing Services Purchasing Policies and Procedures (PPPs) draw on interpretations of Wisconsin Statutes and State Department of Administration Administrative Rules as their source. The series constitute official University policy and should be reviewed by departments for reference in purchasing goods and services.

Purchasing Policies and Procedures (PPPs) Index

Policy Number Title Related Pages
PPP 1 Procuring Items Through MDS/SWAP MDS Online Ordering
SWAP Inventory
PPP 2 New or Renewal Subscriptions Direct Payment Instructions
PPP 3 Best Judgement Purchases ($5000 or less) How to Purchase Goods and Services
Purchasing Card
Using the External Requisition Generator
PPP 4 Exceptions/Approvals/Special Handling How to Purchase Goods and Services
PPP 5 Printing Related & Printing Purchases How to Purchase a Printing or Copying Job
PPP 6 Illegal Purchases How to Purchase Goods and Services
PPP 7 Return Material Process Return Materials Authorization (RMA) Form
How to Cancel a PO
PPP 8 Specific Blanket Orders, External (non-contract) How To Set Up an External Blanket Order
PPP 9 Contract Blanket Orders, External How To Set Up An External Contract Blanket Order
PPP 10 Catering Policy - On and Off Campus How To Obtain Catering Services For An Event
PPP 11 Change and Cancellation Orders (External) How to Change a PO
How to Cancel a PO
PPP 12 Moving/Storage of University Owned Office Furniture/Equipment On/Off Campus  
PPP 13 Gift in Kind Transactions  
PPP 14 Signatory Authority (agreements/contracts) How to Get a Document Signed by a University Official
Contract Signature Authority Memo
PPP 15 Specification Writing  
PPP 16 Simplified Bid Process Simplified Bid Summary Sheet
How to Determine if you May Purchase an Item on Your Own or if You Need Purchasing Services Involvement?
PPP 17 Vehicles; Purchase/Lease; New/Used, Replacement and Disposal  
PPP 18 Disposal of Surplus University Property Surplus Property Pick-up Request
How to Sell, Dispose of, or Trade In an Item or Piece of Equipment
PPP 19 Non-Competitive Purchases Non-Competitive Purchase Request Form
PPP 20 Importing and Exporting Goods and Services  
PPP 21 Continuing Order Requisitions (CORs) How to Complete a COR
PPP 22 Vendor Complaint How to Handle a Vendor Non-Performance Complaint
Complaint Report
PPP 23 Contracts, How to Use Them Gateway to UW Madison, UW System, and DOA Contracts
How To Set Up An External Contract Blanket Order
PPP 24 Special State Purchasing Programs Minority Business Enterprises
PPP 25 PPP Definitions  
PPP 26 UW-Madison Purchasing Card Program Purchasing Card Program
PPP 28 Newspaper Advertising  
PPP 29 Educational Travel Tours  
PPP 30 Entertainers/Speakers/Instructors and Consultants Contracts

Use of Requisition vs. PIR When Processing Payment of Fees
Entertainment Contract
Speaker Contract
Standard Rider
How to Get a Document Signed by a University Official
Contract Signature Authority Memo

Purchases for Services Justification form
Contract Details Form

PPP 32 Receiving and Distributing of Goods not Stocked at Material Distribution Service (MDS)  
PPP 33 Academic Support Services Orders and Agreements Purchases for Services Justification form
Contract Details Form
How to Get a Document Signed by a University Official

Contract Signature Authority Memo
PPP 34 Departmental Purchasing Delegation  
PPP 35 Departments Receiving Materials and Equipment  
PPP 36 Vendor/Manufacturer Rebates