Purchasing overview. The purpose of these instructions is to guide you through the purchasing process for your senior design project. Purchasing requires funds, and there are typically two ways in which a project is funded: by your client and by the ME department. Read below to learn more about each.
Purchasing using ME funds. In order to purchase using ME funds, you will need to work with your TA. You will submit purchase request to them, and they will submit purchases for you. To simplify this process for your team and your TA, only your team accountant should submit purchasing requests to your TA. The approval and purchasing process has two steps (see below).
Purchasing using client funds. If you are working with an industry partner or client, you need to work with them to make purchases unless they have donated funds to the department. In this case, follow the steps for purchasing using ME Funds above. For all other cases when working with an industry partner, you will need to make some convincing argument for what you need. They will then approve your purchase, make the purchase for you, and have it sent here. Every industry partner does this slightly differently, so work with them to get it done. Use the following address when having items shipped here (be sure to substitute your team name for Team Name):
Michael Cheadle
1234 Mech. Engineering
1513 University Ave.
Madison, WI 53706
Attn: Team Name (ME Design)
Instructions for Accountant
- Find the items to purchase using one of the methods below. Put the items in your shopping cart and print it to a .pdf.
- Screen shots (.jpg, .gif, etc.) will be rejected.
- Fill out a Purchase Request Form (linked above) and email a .pdf copy to your TA along with the .pdf or you shopping cart.
- NOTE: If you are submitting purchase requests for multiple vendors, you must submit a separate Purchase Request Form and shopping cart for each.
Purchasing methods. There are three methods to purchase materials for your project. The first, and preferred method, is through Shop@UW+. The second method is to use a vendor not available in Shop@UW+ vendor. The third method is to purchase at the TEAM Lab and Makerspace.
Shop@UW+. Shop@UW+ provides a means to purchase materials through UW-approved vendors. Before using Shop@UW+ for the first time, please consult your TA for help. There are a few tips and tricks they will share with you that will make using Shop@UW+ much less painful.
Other vendors. You can purchase material from vendors not listed in Shop@UW+. However, before attempting to make a purchase from another vendor, check the lists of ineligible vendors. If the vendor you wish to purchase from is on this list, you must find another vendor.
TEAM Lab and Makerspace. Accounts for purchasing from TEAM Lab and Makerspace are setup for this course. Any team member may purchase from TEAM Lab or Makerspace, but you should follow the purchasing steps listed above to make purchases and the rules outlined on the Purchase Request Form. When purchasing, be sure you communicate that you are purchasing material for Dr. Cheadle’s section of ME 351/352 or senior design. Lists of approved purchasers at TEAM Lab and Makerspace are updated around week 3 or 4, so ME 351 students will be unable to purchase before then.