Special Purchases

Some purchases are unique and have special requirements. Listed below are some common purchases with additional information needed.

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

Special Note Regarding Chartwells:
  1. 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.
  2. 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. 
  3. 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. 

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.


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.

View the full Board Procedure on food for more details.

Any graduation celebrations for student workers or individual students can be purchased with private funds only. State funds cannot be used for these celebrations.


Payments & Prizes

All giveaways should be designed to be as open and inclusive to all of campus as possible. Choosing a winner should be as random or unbiased as possible.

Please talk to the Business Office about the specifics of your giveaway before making your purchase or designing your promotion.

The general process is:

  1. Have the event and choose the winner(s)
  2. Document the winner(s) and judges if applicable, the exact prize(s), its value and the giveaway process or judging criteria. Attach copies of the flyer or advertising for the event or contest. Provide as much documentation as you can for auditing purposes. Return to the Business Office for review.
  3. Send an email requesting a W-9 to the winner.
  4. Confirm with Greg Ratajczyk that the winner has submitted the W-9 to the Business Office.
  5. When all steps are completed, a roster with full name and signature needs to be completed when distributing the prize(s).
Download the Gifts and Prizes Roster (PDF).

Recipient
Prize Type
Dollar Amount
Next Steps
Student "Payment" for some type of work completed Any dollar amount

Gift cards or prize items cannot be awarded.
Contact Student Payroll to process.
Student
Random Prize or Judged Contest $25 or less

Cash payment cannot be awarded.
No further action needed to disburse prize items. 

For gift cards:
  1. Must have roster with full name and signature before awarding any gift card.
  2. Turn roster in to the Business Office
Student
Random Prize or Judged Contest
Over $25

Cash payment cannot be awarded.
For prize item:
  1. Provide W-9 and prize detail to Business Office before awarding
For gift cards:
  1. Provide W-9 and prize detail to Business Office before awarding
  2. Must have roster with full name and signature before awarding any gift card.
  3. Turn roster in to the Business Office
Faculty & Staff
“Payment” for some type of work completed $25 or less --
For prize item or gift cards:
  1. Must have roster with full name and signature before awarding.
  2. Turn roster in to the Business Office.
Faculty & Staff
"Payment" for some type of work completed Over $25 -- cannot be a gift card or item Contact HR to process on Payroll
Faculty & Staff Random Prize $25 or less No further action needed to disburse prize items. 

For gift cards:
  1. Must have roster with full name and signature before awarding any gift card.
  2. Turn roster in to the Business Office
Faculty & Staff Random Prize Over $25 -- cannot be a gift card
Contact HR to process a payment on Payroll. There is no cash option.

For prize item, you must provide the Business Office must with a W-9 and prize detail before awarding.
Non-WSU Individuals
(not Staff, Faculty, or Student)
“Payment” for some type of work completed (ie. completing a survey, answering questions, being interviewed, etc.) Any Amount Refer to the Contracts page.
Non-WSU Individuals
Random Prize  No options for this. Members of the public cannot win prizes, gift cards, cash etc. Reconsider the set up of your giveaway.

Computer Equipment

Quotes/bids are required for computer and equipment orders. Check the hardware models and pricing information for the equipment that is supported by Information Technology Services. 

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. 

Furniture

I would like to purchase new furniture; is a facilities contract required?

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.

Request for New Construction or Renovation 

Office Supplies

Office supplies may be purchased from your vendor of choice using a Marketplace purchase order or a University issued Credit Card.

The WSU 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. 
  • For printing jobs, contact the Print Shop at 507.457.5029, located in Somsen 112 as your first vendor.
  • For printing orders over $1,000, contact WSU Creative Services at 507.457.5025, located in Somsen 205, and they will assist with specifications, quotes, or bids when applicable. 
  • Quotes/bids are required for large printing orders; see the guidelines for Purchase Orders