Mass encumbrance orders are established every year for coach bus service, advertising and maintenance/repairs. They are as follows for FY12:
- Coach Bus Service: Kobussen Buses Ltd. 20015; Lamers Lines Inc. 20018
- Advertising: 20005
- Maintenance/Repairs: 20006.
You may use these same purchase order numbers for these services through the entire fiscal year. The numbers will change July 1 of each new fiscal year.
The vendors for Coach Bus Service are Kobussen Buses Ltd. and Lamers Bus Lines Inc. When a department contracts for coach bus service, the following procedures are to be followed:
- Departments are to make their own arrangements.
- Once arrangements have been made, the department must fill out a purchase requisition with the trip information and cost.
- This requisition is then sent over to Purchasing. Purchasing will fax it to the vendor and a copy given to Accounts Payable to pay invoices.
Contact for Kobussen Buses Ltd. is Russell Rae, 800-283-4234, fax 715-568-4239, e-mail rrae@kobussen.com.
Contact for Lamers Bus Lines Inc. is Becki Paulowski, 800-472-4868 Ext 10230, fax 715-423-3555, e-mail rebbecap@golamers.com.
When a department contracts for Advertising or Maintenance/Repair services, the following procedures are to be followed:
- Departments are to make their own arrangement. The vendor is to be given the purchase order number involved and instructed to mail their invoice to:
University of Wisconsin – Eau Claire
PO Box 5008
Eau Claire, WI 54702-5008
- Inform the vendor that the purchase order number MUST be on the invoice or it will be returned to the vendor by the Accounts Payable department.
- Prepare a purchase requisition to cover the order regardless of the amount. Do not use a Low Dollar Order form.
- Record the applicable purchase order number in the purchase requisition and forward the purchase requisition to Accounts Payable, S106. Accounts Payable will match the invoice to the purchase requisition for payment.
If you have any questions regarding this process, please contact either Penny Odell, 836-5171, odellpj@uwec.edu or Steve Slind, 836-4643, slindsd@uwec.edu .
