- Mandatory Training. All applicants approved for a MDS account must complete an online training course prior to account activation as of December 1, 2018
- General Account Use. A University of Wisconsin MDS account may only be used:
- By the University employee approved for the MDS account and set up as a user in the software system.
- For University business-related purchases.
- In compliance with University of Wisconsin purchasing policies and procedures.
- MDS Account Types. MDS has two account types, each serving a different purpose:
- Subordinate accounts are used to make purchases and
- Parent accounts are used to monitor purchasing activity of subordinate accounts as of November 1, 2018.
- Divisional/Departmental Monitoring. Divisional Deans, Directors &/or Financial Officers have access to monthly reports on purchases by account. Divisional leadership is responsible for reviewing Shop@UW purchase activity for reasonableness and appropriateness. Divisional leadership is notified of this responsibility as part of the new account approval process.
- Sales Tax. The Shop@UW site is configured to automatically prevent the charge of sales tax.
- Shipping Address. Merchandise purchased through Shop@UW must be shipped to a University business address. Permissible addresses must be:
- Approved by Divisional leadership as of November 1, 2018. Typically, one address is approved at account opening.
- If multiple addresses are necessary, a separate approval from Divisional leadership must be submitted to MDS customer service for entry into Great Plains. Shop@UW will only allow customers to ship to pre-approved shipping addresses.
- Supporting Documentation. Systems used in the administration and processing of MDS purchases create and maintain documentation to support the ordering, receipt and payment for the transaction(s). Systems include JAGGAER, Great Plains, WISDM, and some customized code.
- Account Management/Reconciliation. MDS Accounting personnel complete reconciliations at least monthly to verify accuracy of vendor invoicing, postings to funding strings in Great Plains and WISDM, and cash account.
- Records Retention. Records supporting purchase, delivery, invoicing and payment are maintained electronically. Records are maintained in accordance with the University’s record retention policy.
- Unauthorized Transactions/Suspected Fraud. Account holders, either Subordinate or Parent, that believe an account has been compromised or that fraudulent activity has occurred within the account must contact an MDS Office Operations Associate (OOA) immediately to have the account disabled and obtain additional instructions.
- Notification of Termination of Employment. Upon terminating their employment with the department sponsoring the MDS account, MDS account holders must notify an Office Operations Associate (OOA) and request the account to be deactivated. MDS personnel also perform monthly review of Human Resources status change reports to identify and follow up on possible account closures needed.
Consequences for Noncompliance
Failure to comply with UW-Madison MDS / Shop@UW policy and procedures may result in disciplinary steps, up to and including dismissal.
Responsibilities
Subordinate Account Holders -
- Responsible for reading, understanding, and adhering to this policy and accompanying procedures
- Purchase goods and materials for assigned department operations in a responsible manner
- Safeguard information required to access the Shop@UW account (user name and password)
- Take annual Shop@UW online training (effective 12/1/2018)
Parent Account Holders –
- Responsible for reading, understanding, and adhering to this policy and accompanying procedures
- Review purchases, (within Assigned Subordinate accounts) for business need, pricing and supporting documentation
- Safeguard information required to access the Shop@UW account (user name and password)
- Take annual Shop@UW online training (effective 12/1/2018)
Divisional Business Office Leadership –
- Identify individuals who have an appropriate business need for an MDS Account
- Ensure local compliance with this policy and accompanying procedures
- Approve changes to existing accounts and addition of new accounts
- Monitor MDS account purchases for reasonableness of need and validity
Office Operations Assistant –
- Monitor MDS mailbox for request(s) for new account or account revision
- Set up new user identifications and send email with initial password on how to access Shop@UW
- Respond to all MDS questions received
Financial Program Supervisor –
- Develop and maintain internal policies and procedures
- System Administration for Great Plains
- Manage MDS Accounting Staff and the Shop@UW Administrator/Customer Service Supervisor.
- Maintain and track user training