Special Purchases
Learn more about the additional requirements for certain types of purchases, such as food and prizes.
Commencement Celebrations
Academic departments, colleges, and student support programs can celebrate the graduating students in their respective areas with a modest reception in conjunction with a commencement as per Subpart C, 4.
Any graduation celebration for student workers or individual students can be purchased with private funds only. State funds cannot be used for these celebrations.
Computer Equipment & Software Technology
WSU Information Technology Services (ITS) continually puts system security at the top of our list. The subject of technology-related purchases is a topic which needs to be continually revisited.
If you are intending to purchase any hardware device that may store campus data or connect to our network, please contact IT Data Security first to ensure everything will function correctly and legally in our environment. Many things that may work at home may not work at enterprise scale or meet our legal obligations.
Hardware purchases need to go through a pre-purchase governance process to ensure all security measures are in place. There could be scenarios where reimbursements are denied, and you may need to make returns if a hardware purchase does not meet these requirements.
IT Data Security must enforce compliance with Minnesota State policies, outlined in the Minnesota State General Council Presentation on Purchasing Policies (PDF).
If you have any questions, contact IT Data Security at datasecurity@winona.edu or review data security help articles.
Additionally, WSU has policies and procedures around data security and technology purchases. See what computer hardware and software applications are supported by ITS.
You can email ordertech@winona.edu for more information you ordering alternative products.
Food
University funds may be used to pay for meals and refreshments if the request clearly complies with Subpart C., Expenses Covered, in Minnesota State System Procedure 5.20.1. All food expenses must have an attached Special Expense Form.
Chartwells Catering Rights
Chartwells (aka Compass Group) has exclusive catering rights for all catered events in Kryzsko Commons. To relinquish their rights for a specific, pre-identified event, there must be a mutual, written agreement between WSU and Chartwells.
Chartwells has non-exclusive catering rights for catered events at locations other than Kryzsko Commons on the WSU campus. It is expected that WSU shall consider Chartwells when selecting a caterer for all campus locations.
Furniture & Office Supplies
Facilities contracts are required in certain instances when buying new furniture.
If your furniture purchase includes or requires the vendor to assemble or install the items on campus or to physically modify state property or facilities, then a facilities contract is required.
If the furniture to be purchased can simply be delivered or dropped off by the vendor, then the purchase can be processed through a purchase order directly with the Business Office.
Make a Request for New Construction or Renovation.
Office supplies may be purchased from your vendor of choice using a Workday purchase order or a University issued Credit Card.
The WSU Bookstore also has a variety of office supplies conveniently located in the lower level of Kryzsko Commons.
Gifts & Donations
Gifts and donations for any student or employee can be purchased with private funds. These cannot be purchased with State funds.
Gifts and donations include but are not limited to:
- Celebration (thank you, birthday, wedding, baby, graduation, retirement) gifts or parties
- Flowers
- Donations to organizations
Club cost centers, fundraising cost centers, and the WSU Foundation may have more flexibility.
Printing
Call the WSU Print Shop at 507.457.5029 or stop by Somsen 112 as your first vendor.
For printing orders over $1,000, call WSU Creative Services at 507.457.5025 or stop by Somsen 205. They will assist with specifications, quotes, or bids if necessary.
Quotes/bids are required for large printing orders. See the guidelines for Purchase Orders.
Payments & Prizes
Here is the general process for an approved giveaway:
- Determine the anticipated prize recipients and the prize type. Talk to the Business Office about the specifics of your giveaway before making any prize purchases or before launching the promotion
- All giveaways should try their best to be open and inclusive to all of campus (all students are eligible to participate, etc.).
- Choosing a winner should be random or unbiased (use a random number generator, pulling names, etc.).
- Document the giveaway process or judging criteria, how the winner(s) will be chosen and who the judges will be (if applicable), the exact prize(s) and their value(s).
- After the winner(s) is chosen, email all the giveaway documentation to purchasing@winona.edu. Attach copies of the flyer or advertising for the event or contest. Provide as much documentation as you can for auditing purposes.
- Email the winner(s) requesting they complete a W-9 (PDF) and return it to the Business Office in Somsen 106 with information regarding what prize(s) they won.
- Confirm with the Business Office that the prize winner(s) have turned in their W-9.
- The prize(s) can now be handed out. Download the Gifts and Prizes Roster (PDF) and have the winner(s) fill in their full name and signature in order to distribute the prize(s). The final roster then needs to be sent to the Business Office.
| Recipient | Giveaway Type | Prize Type & Value | Next Steps |
|---|---|---|---|
| Student | "Payment" for some type of work completed (being interviewed, completing a survey, volunteering their time, etc.) | Cash payment of any dollar amount. | Contact Student Payroll to process cash payments.
|
| Student | Random Prize or Judged Contest | Items or gift cards valued at $50 or less. | If you are giving out gift card(s):
If you are giving out prize/swag (T-shirts, mugs, pens, keychains, etc.), no further action is needed. |
| Student | Random Prize or Judged Contest | Items or gift cards valued at $50.01 or more. | If you are giving out gift card(s):
If you are giving out any item(s), provide W-9 and prize/swag detail to the Business Office before handing out any items. |
| Faculty & Staff | "Payment" for some type of work completed (being interviewed, completing a survey, volunteering their time, etc.) | Items valued at $50 or less. | If you are giving out any item(s):
|
| Faculty & Staff | "Payment" for some type of work completed (being interviewed, completing a survey, volunteering their time, etc.) | Cash payment of $50.01 or more. | Contact HR to process cash payments on payroll.
|
| Faculty & Staff | Random Prize or Judged Contest | Items or gift cards valued at $50 or less. | If you are giving out gift card(s):
If you are giving out prize/swag (T-shirts, mugs, pens, keychains, etc.), no further action needed. |
| Faculty & Staff | Random Prize or Judged Contest | Cash payment or items valued at $50.01 or more. | If you are giving out any item(s), provide W-9 and prize/swag detail to the Business Office before handing out any items.
Contact HR to process cash payments on payroll. |
| Non-WSU Individuals (not Staff, Faculty, or Student) | “Payment” for some type of work completed (being interviewed, completing a survey, volunteering their time, etc.) | Cash payment of any dollar amount.
| Refer to the Contracts processes.
|
| Non-WSU Individuals | Random Prize or Judged Contest | No options for this.
| Members of the public cannot win prizes, swag, gift cards, or cash. Reconsider the setup of your giveaway. |