Purchasing & P-Cards

IMPORTANT Year End Processing Deadlines for Purchasing

The last day to create a new Purchase Order for FY 2014/2015 is Friday June 12, 2015.  All FY 2014/2015 General Purchase Orders will be closed on June 30, 2015 unless otherwise requested and approved for rollover to FY 15/16.  PO Rollovers must be approved by your Budget Manager and the Purchasing Department.  Justified PO rollovers should be requested no later than June 26, 2015 by sending an email to purchasing@madisoncollege.edu for approval.  Reminder, all Standing (Blanket) purchase orders will automatically close June 30, 2015.  Standing purchase orders cannot be rolled over to the next fiscal year period. 

Please note:  Purchasing will send out information mid June regarding FY 15/16 Purchase order Entry.  Do not enter any purchase orders for the new fiscal year until you get the instructions from Purchasing.

The deadline for P-Card Purchases for FY 14/15 will be Friday June 12, 2015. Exceptions to this rule include: Travel related purchases will be processed through June 30, 2015. Emergency purchases should be pre-approved by emailing purchasing@madisoncollege.edu.

Technology Services: Requests to purchase Computer Hardware and Software must be received by Technology Services no later than Friday May 29, 2015. Requests received after this date will be processed in the new fiscal year. Please submit the Request for Computer Hardware and Software form to Technology Services. Questions should be directed to the IT Help Desk or Paul Thomas at 243-4500.

For more information regarding Accounts Payable related deadlines for processing invoices, and reimbursements, please visit this link. http://madisoncollege.edu/in/year-end-processing-deadlines


Several methods and criteria are used for purchasing items:

IMPORTANT: Purchasing Matrix of Processes and Requirements (DOC, 55 KB; PDF 77 KB) - includes type of purchase, estimated value, method to request purchase, initiating & approving authority, competitive process required, sole source determination, documentation, invoice submission, purchase order process, etc.

W-9 form Taxpayer ID No. Certificate  #39-1086718 (PDF, 1934 KB) 

Tax Exempt Certificate for WI (PDF, 880 KB)

Other state sales tax exempt certificates are listed under Travel

Potential Madison College suppliers - Register with Onvia DemandStar

Purchasing Policy - Board Administrative - No. 207 (PDF, 18 KB) - administrative policy approved by the District board

Purchasing Procedures - Goods & Services - P100 (DOC, 69 KB) -  procedures and limits approved by the District board