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%> > Winona State University > Faculty/Staff Main > Business Office > Purchasing > Special Items
Purchasing regarding Special Items
Food
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:
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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 sschmitt@winona.edu.
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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
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.
Printing
- 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.
Computer Equipment/Supplies
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:
http://www.winona.edu/its/techsupport/hardware_pricing.html
Contact Rita Cada at rcada@winona.edu for further procedures.
If you wish to order an item other than what is listed on the ITS web page, please follow the
ordering procedure listed at the following website:
http://www.winona.edu/its/techsupport/hardwaresoftware.htm
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: Thursday, June 12, 2008 13:50 by Kathryn Mahlke
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