PURCHASING REGARDING SPECIAL ITEMS
University funds may be used to pay for meals and refreshments if the request clearly complies with Subpart C., Expenses Covered, in MnSCU System Procedure 5.20.1. http://www.mnscu.edu/board/procedure/520pl.html
ALL food expenses must be approved by the Purchasing Department PRIOR TO THE EVENT.
At least one week prior to the event, submit to the Purchasing Department:
- Request for Approval to Incur Special Expense Form AND
- 1400 Form
Special Note Regarding Chartwells
Chartwells has exclusive catering rights for all catered events in Lourdes Hall and Kryzsko Commons. To relinquish their exclusive catering rights for a specific, pre-identified event, there would have to be a mutual, written agreement between WSU and Chartwells.
Chartwells has non-exclusive catering rights for catered events at locations other than Lourdes Hall and Kryzsko Commons on the WSU campus. It is expected that WSU shall consider Chartwells when selecting a caterer for locations other than Lourdes Hall and Kryzsko Commons.
Tau Conference Center shall remain under a separate catering license to Chartwells. In the event a licensed caterer other than Chartwells wishes to use the Tau kitchen facility, the parties agree that WSU and Chartwells shall charge the third-party caterer a mutually agreed upon "supervisor fee" and that Chartwells shall provide a supervisor at all times to ensure the third-party caterer complies with health and safety codes and regulations.
WSU shall require any third-party caterer, for any catered event over $500, to sign a Professional/Technical Catering Contract and will require the caterer to furnish a certificate of insurance as specified in that contract. For additional information regarding these forms and procedures, contact Sandy Schmitt at firstname.lastname@example.org.
Orders for Preview
Any order for review/approval should be processed with either a university purchasing card OR by having the purchasing department issue a Purchase Order.
Complete a 1400 Form
Indicate: For preview/exam only
The purchasing department will issue the purchase order and encumber the funds, as required by state law. If the order is returned, you need to simply call the Business Office and cancel the request. If you decide to keep the product, you approve payment of the invoice when it arrives.
Office supplies may be purchased from your vendor of choice. It is recommended that you use a university purchasing card to purchase supply items. The university Bookstore also has a wide variety of office supplies and will provide a 20% discount to departments for supply items. They can also order an item for you if it is not in stock.
Items still available from Central Stores: First-class envelopes with WSU return address and paper for both copy machines and printers. If you are ordering reams of paper, you must indicate whether it is being purchased for a copy machine or for a printer.
- For small printing jobs, contact the Print Shop (Somsen 112) as your first vendor.
- For printing orders over $1,000.00, contact the WSU Publications Office (Somsen 209),
and they will assist with specifications, quotes, and/or bids when applicable.
Quotes/bids are required for large printing orders; see the guidelines for Purchase Orders.
Quotes/bids are required for computer and equipment orders.
ITS (Information Technology Services) requests that you visit their website to check the models and pricing information for the equipment they will support:
Contact Technical Support Center for further procedures or if you wish to order an item other than what is listed on the ITS web page.
ITS will not support computer and equipment ordered without their prior approval.
Audio Visual Equipment/Supplies
Quotes/bids are required for audio visual equipment and supply orders.
If you wish to have support with installation and/or maintenance, your request for media equipment/supplies (e.g., overhead projectors, VCR’s, TV and video tapes) must be sent to WSU Media Services. They will assist with specifications, quotes and/or bids when applicable. Please see: www.winona.edu/its/mediaservices
Last Modified: Friday, March 23, 2012 2:24 PM by