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The 2018 Shop@UW Payroll Calendar is Now Available.   Download it HERE.

Are You Prepared for Fiscal Year-End 2018?

As we approach Fiscal Year End 2018 you will need to be aware of important deadlines for year-end processing.

June 15, 2018

  • All purchases made through Shop@UW and the MDS Verona warehouse must be placed by end of business day on June 15, 2018, to ensure that the charges are applies to FY18 funding.
  • Please keep in mind that even if orders are placed by June 15, any potential back-orders may be delayed and could be billed in FY19.
  • Orders placed after June 15, 2018, may or may not be billed to FY18 depending on product receipt date and potential back-order status.

June 16-June 25, 2018

  • The billing period for orders placed between these dates is dependent on when the Shop@UW vendor sends the invoice to MDS. We will do our best to apply them in FY18.

June 25, 2018

  • All orders must be physically received by the customer and invoiced by the Shop@UW vendors by the end of the business day on June 25, 2018, in order to be applied to funding in FY18.

June 26-30, 2018

  • Orders invoiced between these dates will be applied to FY19 funding.

June 28, 2018

  • Cut-off for Pre-Posting Allocation Tool (PAT) will be at 10:00 AM - please note this is different from the standard NOON deadline.
  • Shop@UW accounting will transmit all the campus billing files to SFS after 10:00 AM on June 28, 2018, and they will be applied to FY18. You will be able to view these transactions in WISDM on June 29, 2018.

If you have any questions related to these dates please contact Shop@UW accounting at or (608) 497-4400.

Recent Changes to Shop@UW

There have been some modifications to the Shop@UW final cart review to be ensure compliance with our federal disclosure statement.

In recent years, UW - Madison has used discounts received from Shop@UW vendors to help fund the operational costs of Materials Distribution Services (MDS) and pay for the software behind Shop@UW. These discounts are the result of benefits our vendors realize from having their catalogs available through Shop@UW, including central customer management, prompt payment, a single point of contact for receivables, electronic invoicing, and in some cases, centralized receiving. All discounts received in support of these services are in addition to special pricing available on Shop@UW established through competitively awarded contracts.

Beginning April 9, the final cart review screen has been modified to provide a transparent accounting of all costs and discounts associated with the order. The MDS Service Assessment is designed to recover the operational costs of MDS. The rate of the MDS Service Assessment varies by vendor depending on the level of service provided by MDS. This change was thoughtfully considered, and is based on an external review of MDS costs and final review with UW’s Office of Research and Sponsored Programs and campus leadership.

Since the MDS Service Assessment costs are part of the cost of acquisition, they are allowable direct costs on sponsored projects and should be charged to the same funding string as the purchased item. Detail about the Discount and Service Assessment for each item in the cart is available by clicking the “Click here for more detail” hyperlink below the grand total. This new methodology will provide departments the line item detail to document allowable costs to extramural sponsors as applicable. Also, please note that in accordance with federal accounting standards and guidance, the MDS Service Assessment is calculated to recover only the costs of the Shop@UW portion of the MDS operation, and will be adjusted annually to prevent over/under recovery of expenses.

Your patience during this transition has been greatly appreciated.