Purchasing
At the Purchasing Department in the WSU Business Office, it is our policy to secure the highest quality of service, materials, and equipment for the best price.
This can be attained by the cooperation and planning of all WSU departments and organizations.
Code of Ethics
The Purchasing Department at WSU has a specific Code of Ethics and information regarding a 16A letter you may receive.
Subp. A. State employees are covered by M.S. 43A.38 and M.S. 43A.39. It covers such topics as acceptance of gifts, conflicts of interest and use of confidential information.
Subp. B. M.S. 15.43 states that no employee of the state in direct contact with suppliers or potential suppliers to the state, or who may directly or indirectly influence a purchasing decision or contract by establishing specifications, testing purchased products, evaluating contracted services, or otherwise has official involvement in the purchasing or contracting process, may:
- Have any financial interest or have any personal beneficial interest directly or indirectly in the contracts or purchase orders for goods or services used by, or purchased for resale or furnished to, the system office, college or university; or
- Accept directly or indirectly, from a person, firm, or corporation to which a contract or purchase order has been or may be awarded, a rebate, gift, money, or anything of value other than items of nominal value. No such employee may further accept any promise, obligation, or contract for future reward.
Textbooks, software, and other course materials authored by an employee of the Minnesota State College and Universities may be used as required course material. Instructors may accept free samples of textbooks and related teaching materials.” Minnesota State Policy 5.5.2 Part 12. Violation of the procedures above may result in reduced spending authority.
Encumbrance & 16A Letter
Funds must be encumbered prior to making an obligation through an authorized employee certifying that the accounting systems show sufficient allotment or encumbrance balance in the fund, allotment, or appropriation to meet it.
An expenditure or obligation authorized or incurred prior to encumbering funds is illegal and ineligible for payment until made valid and is violation of M.S. 16A.15, Subd. 3.
An employee authorizing or making the payment, or taking part in it, is liable to the state for the amount paid. A knowing violation of M.S. 16A.15, Subd. 3 is just cause for the employee’s removal.
The state cannot agree to indemnify third parties or hold them harmless (M.S. 10.17); Minn. Const. Art. XI, Sec. 1.” Minnesota State Policy 5.5.2 Part 5.
Purchasing Goods & Services
Purchases can be made two different ways: Purchase Orders and through the University Credit Card Program.
Purchases may be reimbursed by using:
Learn more about travel reimbursement.
Purchase Orders
You do not need a purchase order if you are using your university-issued credit card.
All purchase orders are created and approved in the Workday purchasing system.
How to Complete a Purchase Order
At least 1 verbal, written or faxed quote is preferred, but not required.
At least 1 hard copy quote from the vendor is required.
At least 2 hard copy quotes are required.
This purchase may be required to go out for advertised bids on the State Register.
This purchase must be advertised through State Register.
For sealed bids requested, contact purchasing@winona.edu for the process.
Once a user secures access to Workday, a requisition must be created when you know you will be spending money. There are certain requisition forms for different types of purchases:
- Blanket Order: Purchase orders for service (speakers), catering (Chartwells), or varying invoices over time (a year-long rental billed monthly). When you receive an invoice or Services Performed Form (PDF), send it to accountspayable@winona.edu with a message that it is “Okay to pay POxxxxxx partial/final payment.” When sending this message, include the PO number, vendor name, dollar amount, and invoice number in the email subject. Creating a receipt is not required.
- Catalog Order: Online shopping experience from select vendors (Office Depot, Staples) within the Workday Requisition form. You must create a receipt (PDF) in Workday when the items arrive. Invoices are automatically generated.
- Non-catalog Order: Purchase orders for tangible items that ship to you in a box (chairs, t-shirts, banners). You must create a receipt (PDF) in Workday when the items arrive. When you receive an invoice, send it to accountspayable@winona.edu with a message that it is “Okay to pay POxxxxxx partial/final payment.” When sending this message, include the PO number, vendor name, dollar amount, and invoice number in the email subject.
Attach any important information to your requisition in Workday such as:
- Quotes
- Request for Approval to Incur Special Expenses when ordering food
- any additional information
Contact purchasing@winona.edu at any time if you would like to change the program on your purchase order, close a purchase order, or increase/decrease an encumbrance.