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/policies/administrative/uwmf/uwmf-wide/finance/105024.policy

201610288

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Policies,Administrative,UWMF,UWMF-wide,Finance

Ordering Guidelines For Tangible Items (105.024)

Ordering Guidelines For Tangible Items (105.024) - Policies, Administrative, UWMF, UWMF-wide, Finance

105.024

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UWMF ORDERING GUIDELINES FOR TANGIBLE ITEMS
The purpose of this policy is to give a general overview for on how to place an order.
The UWMF Materials Management department manages the planning, materials requisitioning,
order processing and receiving and shipping of all tangible acquisitions for UWMF. Purchasing
is centralized at UWMF, and all purchases of supplies, equipment, instruments, and forms and
printing, must be processed through the Materials Management department.
The UWMF Accounts Payable department processes invoices into the PeopleSoft system for
payment. Invoices, with the appropriate PO number listed, should be sent directly from the
vendor to the Accounts Payable department. Because of internal control policies, it is not
appropriate to have the invoice sent to the Department that placed the order. Approvals and
coding are taken from the Requisition, it is not necessary to code and sign invoices for tangible
items. If there are discrepancies between the invoice and the purchase order, Accounts
Payable will work with the Materials Management Buyer to resolve any issues before payment
can be made. (Departments will continue to review, approve and code invoices for non-
tangible items that are not on a Purchase Order.)
1. CAPITAL ASSET DISTRIBUTION AUTHORIZATION FORM (CADAF): Capital purchases
require approval from the Clinic Coordinator or Vice President of your section. The
completed, approved forms are sent to the Fixed Asset Accountant for recording. A
project authorization control number will be assigned at this time. Please note that all
capital item acquisitions ALSO require the use of a requisition. Requisitions should not
be placed until the acquisition/project has received approval and a project authorization
control number has been assigned.
2. TANGIBLE ITEMS: All orders for tangible items (including capital acquisitions) must be
placed through the Material Management Department using a Requisition. The
Purchasing Agents are the authorized buyers for UWMF.
a. A list of Sign & Code vs. Requisition items is attached.
b. Orders for computer equipment, hardware or software are processed through the
Information Services Department. Requests for these items must be made on U-
Connect via the Computer Equipment Request link (found under the IS area of U-
Connect). The IS department will process your request into a PeopleSoft
requisition, using the data that you have provided.
3. NON TANGIBLE PURCHASE ITEMS: Accounts Payable has created a system for using
non-tangible purchase order numbers when a vendor purchase order number is required
to fulfill the order request by the vendor. These non-tangible purchase orders should be
used for service agreements, labor costs, and repair charges, etc. You will not be
required to go through the Purchasing department in order to use one of these purchase
orders. The non-tangible policy can be found on U-Connect: Non-Tangible Purchase
Order Policy (found under the Finance area of U-Connect).
4. REQUISITIONS: All orders must be placed via PeopleSoft Requisitions. Once the
requisition has been approved, it will automatically be sent to the appropriate Buyer.
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Your items will either ship to you from UWMF Inventory or will be processed onto a
Purchase Order to be sent to a vendor. The Requisition needs to be approved before the
order is placed.
a. For first-time vendors, the Purchasing Agent will complete a Vendor Information
Form. This form can be mailed, emailed, or faxed to Accounts Payable. The
vendor form is reviewed and approved for set up by the Accounts Payable Team
Leader. A W-9 is also required for all new vendors.
b. Appropriate coding must be included on the Requisition.
c. You must be set-up as a Requisitioner in order to create a requisition. If you need
to be set-up as a requisitioner, your supervisor must contact Finance.
d. Instructions for placing requisitions may be found on U-Connect: How to Create a
Requisition (found under the Materials Management area of U-Connect).
Requisition Training is required for all new users.

5. PURCHASE ORDERS: The Purchasing Agent will assign a purchase order number and
place the order with the vendor, as necessary, or will ship items directly from UWMF
Inventory. Orders placed with outside vendors will continue to have the option to be
drop-shipped at your location.

6. DROP-SHIPMENTS: If a vendor drop-ships an order to your site, the packing slip must
be forwarded to the Material Management Department immediately. The Materials
Management Department will “receive” the item in the PeopleSoft system. If packing
slips are not received promptly, the invoice cannot be paid promptly. This will result in
delay of payment, lost discounts and late charges, or allocation to the incorrect fiscal
budget. Materials Management must be notified whenever an item is returned to a
vendor.

7. PAYMENTS: Once an item has been received in the PeopleSoft system, Accounts Payable
will process the invoice.
a. Accounts Payable will verify that the invoice has been received in the PeopleSoft
System.
b. Accounts Payable will verify that the invoice is correct by matching the item, the
quantity and the price on the invoice to the Purchase Order. Accounts Payable will
notify the Purchasing Agent if there is a discrepancy between the Purchase Order
and the invoice. The Purchasing Agent will work with the vendor to resolve
issues.
c. When both of these processes are completed, Accounts Payable will release the
invoice for payment.

8. OTHER POINTS:
a. Please do not circumvent the Purchase Order system. The Purchasing Agents are
in the best position to help you find the best vendor and price for your order.
Always going through the Materials Management department will eliminate “scam”
orders.
i. If you are contacted by a Vendor on an order that you are not aware of
inform the Vendor to contact Materials Management. You are not
authorized to make an order with that Vendor.
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b. The Accounts Payable department cannot pay from a quote or statement. We
must have an invoice to make a payment. This includes installment payments.
c. Credit cards are not to be used to purchase tangible goods except in an urgent
situation.
d. Coding is the responsibility of the Requisitioner. If a Requisitioner is unsure of the
coding, the Requisitioner should contact his/her Financial Reporting contact
person.
e. No COD orders. The order must be received in the PeopleSoft system before
payment can be made.
f. Office Max orders for standard office supplies are exempt from this policy. Non-
standard office supplies such as lamps, furniture, vending, medical supplies, and
other restricted items MUST be placed on a Requisition.

9. CONTACTS:
a. Materials Management
i. Phone: (608) 826-6800
ii. Fax: (608) 836-3434
iii. storeroom@uwmf.wisc.edu
iv. Mail Code: 414 MM
v. 7974 UW Health Court
Middleton, WI 53562
b. Accounts Payable
i. Phone: (608) 821-4180
ii. Fax: (608) 821-4221
iii. accountspayable@uwmf.wisc.edu
iv. Mail Code: 414 FIN
v. 7974 UW Health Court
Middleton, WI 53562
c. Finance (for Requisition user set-up) – Anna Ruddell
i. Phone: (608) 821-4194
ii. Fax: (608) 821-4221
iii. anna.ruddell@uwmf.wisc.edu
iv. Mail Code: 414 FIN















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10. RELATED POLICIES / FORMS:
a. Centralized Purchasing
b. Check Request Form
c. Computer Equipment Request
d. How to Create a Requisition
e. Non-Tangible Purchase Orders
f. Procurement Assignments
g. Purchase Approval Process
h. Purchase Requisition Guidelines
i. Unauthorized Purchases
j. Vendor Setup Form















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REQUISITIONS/PURCHASE ORDERS are needed for tangible items. Tangible items are things
you can touch, feel, etc. (This list is not all inclusive.)

SIGN & CODE
DO NOT NEED REQUISITIONS/
PURCHASE ORDER
SEND ELECTRONIC
REQUISITION TO STOREROOM
NEED REQUISITIONS/
PURCHASE ORDER
Items normally submitted on an
employee expense reimbursement
Marketing Promotional Items
(Pens, Brochures, etc.)
Office Supplies through Office Max Books (Barnes & Noble, Amazon)
Registration fees/conferences/seminars Medical Supplies
Continuing Medical Education (CME) Medical Equipment
Airfare Office Equipment
Hotel bills Furniture
Catering Computers & peripherals
Aramark (laundry) Printing
MUHL (laundry) Office Supplies (other than Office Max)
Badger Welding (gases & rental)
Flowers
Scholarships
Newspaper Advertisements
Memorials
Meals
School Ads
Dues
Utilities
Equipment leases
Gordon Flesch (monthly copy fees)
Copy Machine Service
Water Softener, Salt
Stamps
Service Contracts/Agreements
Repair Charges
Subscriptions:
 Newspapers
 Magazines

Purchased Services:
 Lawn care/landscaping
 Janitorial
 Snow removal
 Trash
 Environmental Control
 Waste Management
 Recycle Paper
 Hazardous Waste


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