Purchasing

Expense Reimbursement

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Quick Tips

  • Submit all expense reimbursement requests within 90 days of the expense. This includes travel, business meals, supply purchases, etc. Anything after 90 days is considered non-reimbursable.
  • Make sure you have the proper funding number for your trip before you submit your reimbursement.
  • Make sure to include all expenses, including prepaid items, so that your E-Reimbursement reflects the full travel picture.
  • Remember that a business purpose must include basic who, what, where, when, and why information about your travel & expenses.

How to Submit an Expense Reimbursement Request

  1. To submit a request for expense reimbursement, visit the Accounting Services site and follow the instructions for E-Reimbursement. You will need to know in advance which fund number your expenses will be reimbursed from (e.g., grant number, departmental fund code, etc.).
  2. Business Services has a step-by-step guide that you can access here: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/how-to-create-modify-and-resubmit-an-expense-reimbursement-in-e-reimbursement/
  3. If you need help with your reimbursement request, please contact your path coordinator or Hailey Johnson.
  4. Reimbursement requests are approved at the department level by Hailey Johnson and then reviewed and approved by College of Letters & Science staff. Please allow 2-4 weeks for your reimbursement to be paid out. If you haven’t received notice of your reimbursement within 4 weeks, please contact Hailey Johnson.

Reducing a Day Trip Meal Allowance in GET

Follow the detailed instructions for reducing your day trip meal allowance when using the GET tool.

Additional GET Resources from the DoIT KnowledgeBase.

Purchasing

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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.eduwith 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. A business purpose is always required. 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 Pat Egan or Kayla Driscoll 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 Pat Egan to use this card

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

Notes:

  • All lab and office supplies should be ordered via Aestiva whenever possible
  • 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
  • Pre-approval form signed by PI or your supervisor & Pat Egan

Purchasing assistance is available from the following

Skemp, Chad

Position title: Purchasing Specialist

Email: cskemp@chem.wisc.edu

Phone: 608.262.1481

 

Contact for: purchases of any amount; to authorize listing an additional project/fund number in Aestiva; purchase orders for events and travel, and policy

Johnson, Hailey

Position title: Financial Specialist

Email: hljohnson8@wisc.edu

Phone: 608.262.0206

 

Contact for: payments to individuals (checks as payments or awards), direct payments to companies (<$5,000), e-reimbursements, and compliance

Malone, Mike

Position title: Financial Specialist

Email: mhmalone@wisc.edu

Phone: 608.262.5133

 

Contact for: invoice issues, internal billing (inter-department billing and shops charges), purchasing card use and questions

Meyers, Nicole

Position title: Financial Specialist

Email: nmeyers3@wisc.edu

Phone: 608.262.4225

 

Contact for: invoice issues, internal billing (inter-department billing and shops charges), purchasing card use and questions