Changes to Shop@UW

As part of their review of a separate department on campus, Internal Audit identified several weaknesses in the Shop@UW internal control structure.

In response, we hired a third party consultant to perform a review of our internal controls and recommend improvements. Based on their recommendations, and our experience providing eCommerce to campus, we have drafted new policy and procedures that aim to address identified areas of improvement.

This will be implemented in 3 phases. Please see below for more information on the phases and a few suggestions we have to work with these changes.

Phase 1

Phase 1 was put into effect 09/01/2018 and included changes to the Account Setup and Revision Request process for UW-Madison users.

Non UW-Madison users will see similar updates in 2019 as Shop@UW continues to eliminate the old process of the paper form.

Click here for more information on the new online Account Setup and Revision request form.

Phase 2

Phase 2 was put into effect 11/01/2018 and included the removal of:

  • The default funding tool
  • The ability to revise the existing ship-to addresses in the final cart review screen
  • The ability to purchase with child accounts from a parent account.

More information on Phase 2 is detailed at the bottom of this page.

Phase 3

Phase 3 was put into effect 12/31/2018 and included implementation of a brief, mandatory online training for all primary account contacts.

New primary account contacts will not be given login information until the user training has been completed. Existing primary account contacts will need to complete the training by 04/01/2019.

Click here for more information on the Shop@UW User Training.

Policy Changes effective 11/01/2018

What’s changing?

Customers will no longer have the ability to revise the address during checkout and all ship-to addresses will have to be pre-approved before they can be used. Multiple approved addresses can be saved for future use.

Suggestions to work with this change:
  • Account updates will have to go through the approval process, regardless of urgency. Notify individuals on approval route prior to submitting request to ensure timely approval.
  • If possible, utilize Contact Name or Reference fields rather than adding an entirely new address
What’s changing?

The Update Default Funding tool will be eliminated. All funding changes will have to be routed through the account revision process to ensure proper approval is granted.

Suggestions to work with this change:
What’s changing?

Currently, parent account holders are able to use their parent account access to place orders on behalf of all child accounts. This presents an internal control risk and this access will be eliminated.

Suggestions to work with this change:
  • Make purchases directly through the Child Account.
  • Create an MD account specifically for “Parent” purchases, using the Pre-Posting Allocation Tool (PAT) to re-allocate funds after the order has been invoiced.