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What is MDS?
Materials Distribution Services (MDS) is an online storefront where you can buy commonly stocked products (copy paper) directly from the MDS warehouse, as well as to shop from MDS prime vendors – among them, Office Depot for office supplies and Dell Computers for computer equipment and accessories. Your purchases are automatically sent and billed to your department’s account. For complete information visit http://www.bussvc.wisc.edu/mds/prime.html
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How do I get an account?
- Go to the Materials Distribution Services (MDS) webpage at http://mds.bussvc.wisc.edu/order/default.asp.
- Click on the button that says, “I’m new.”
- On the page that opens, click on the Customer # request form - download it, fill it out and fax it to the number on the form.
- If your department already has an account and you wish to change the person to whom orders are shipped or change the name of the financial specialist, go through the same procedure as above. The Customer # request form is also used to update an existing MD Number Account.
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Can I order supplies from a vendor other than MDS vendors?
Yes, you may. First, determine whether the item is available through MDS – that is where you may find the best prices. If you find an item more appropriate to your needs on the internet, you may use the purchasing card to buy it. Alert the vendor to your tax-exempt status. There are some items that you may never purchase without special approval – among them are cell phones and furniture. To see the complete list go to http://www.bussvc.wisc.edu/purch/ppp4.html
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What is SWAP? How do I dispose of unused equipment?
SWAP is a UW-Madison department that collects, processes, and redistributes surplus property generated by UW-Madison and state agencies, while providing UW-Madison departments, government agencies and non-profit organizations with low-cost, quality surplus equipment and supplies and finding reuse and recycling markets for surplus property.
Please refer to UWEX surplus property procedures: http://www.uwex.edu/business-services/policy/section/6
Property dispostition report: http://www.uwex.edu/business-services/forms/accounting/propDisposition.pdf
Surplus Property Pick-up form: http://www.bussvc.wisc.edu/swap/forms.html
Please send a copy of the completed property pick-up form to UWEX Purchasing, Room 104, 432 N LAKE ST, MADISON, WI 53706
If you have any questions on equipment or property disposal, please call UWEX Purchasing @ (608) 262-0164
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How do I order a cell phone?
Cell phones and services are provided for official state business use only and are made available to employees in positions where the benefits justify the operating costs.
All New Requests and Transfers must have the following forms/approvals completed and sent to UW-Extension Purchasing, 432 Lake Street, Room 104, Madison, WI 53706-1498.
- Service Form for the appropriate provider
- Cellular Phone Acknowledgement Form
- Approval Form (supplemental form if applicable)
For detailed information on how to order a cell phone, along with links to all required forms go to: http://www.uwex.edu/business-services/cellular/
If you have questions, contact Rhonda Loger, UW-Extension Purchasing, at 608-262-0164 or rhonda.loger@uwex.edu
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Do you have to use a DOA fleet car if there are no UW fleet cars available?
You have options. If there is a DOA fleet car available and you choose to drive your own car instead, you are eligible only to claim the “turndown rate” reimbursement. You may rent from Enterprise, which has the State contract for car rentals in Wisconsin (you must use the State’s contract vendor unless there is documentation to support that the vendor could not provide the needed service.)
Get more information at https://physicalplant.wisc.edu . Click on “Fleet” under “Our Services”. At the top of the page under the heading “Motor Pool Home,” click on “Non Availability.”
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What are the policies and procedures for renting cars/vans/trucks?
Please see: http://www.uwsa.edu/fadmin/fppp/fppp369.htm
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Who are the (vehicle rental) contract vendors and why do we need to use them? Can I use a non-contract vendor?
Enterprise has the contract for in-state rentals; National has the contract for out-of-state and foreign rentals. The contracts include discounted rates and certain insurance coverages.
According to section PRO-B-1 of the State Procurement Manual, “… State Procurement statewide contracts are written directives issued by the State Bureau of Procurement to authorize agency purchasing activities. … Contracts identified as mandatory will be used by the agency when a need exists, regardless of dollar amount, for the material or contractual service contained in the contract. ”
The car rental contracts are mandatory state contracts.
You must use the State’s contract vendors unless there is documentation that shows that a contract vendor could not provide the needed service. Reimbursement for the cost of renting from a non-contract vendor is limited to the lowest contract rate.
For more information, see: http://www.uwsa.edu/fadmin/fppp/fppp36c.htm
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Do I have to pay for parking? If yes, where do I park and how do I get a permit?
On the UW Madison campus you must apply for parking and pay for the permit.
Contact the unit transportation coordinator, Sandy Baker, 262-9475, sandy.baker@uwex.edu to be entered into the Permit Application System (PAS).
Once you are in the Permit Application System, you can apply for parking by completing the on-line application at: https://fpm-www3.fpm.wisc.edu/trans/permits.
• Enter your NetID/Password
• Follow the instructions on the Home tab to apply for parking.
To see which lots have spaces available go to: http://www2.fpm.wisc.edu/trans/Parking/StaffParking/TypeOfPermits.htm and click on News in the bar across the top of the page. Go to Wait List Availability - it will tell you the lots with space.
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Where are meeting rooms available? How do I make reservations?
- For meeting space in Room B121 or 102 Extension Building, 432 N. Lake Street, use MS Outlook/Calendar Feature, to access these rooms and reserve space.
- For Extension Conference Center reservations, including Lowell Center, Pyle Center and the Friedrick Center: http://conferencing.uwex.edu/services_schedule.cfm
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