Capital Equipment Disposition Request Form

Restrictions: This form covers all capital equipment dispositions EXCEPT those involving departing employees, which have their own form.

When: The form should be filled out, all signatures obtained, and submitted to Property Control before any capital equipment is disposed. Departments may not dispose of capital equipment without prior written approval from Property Control.

How:

Print a copy of the Capital Equipment Disposition Request.
Complete and sign form
1. List all equipment for which disposal is requested. Pay special attention to include tag numbers.
2. Property Control can furnish any needed information. Contact Property Control at (608) 265-7830 or Property@bussvc.wisc.edu.
3. Form must be signed by the Department Property Administrator and Department Chair or Designee. Signatures do not guarantee Property Control will authorize disposition, but indicate that a decision has been made to support the disposition request.
Completed forms can be sent to: Property Control 21 N. Park St, Suite 6101 Madison, WI 53715 Property@bussvc.wisc.edu
Completed requests will be reviewed by Property Control and Research and Sponsored Programs (RSP) to confirm property ownership and funding source(s) in order to verify that there are no restrictions on the equipment that would prevent disposition. If no restrictions exist, Property Control and RSP will authorize.
Property Control cannot authorize loss removal of items less than three years old since their initial acquisition or items that belong to a sponsor. Such items must be reported as stolen (with police report attached) in order to be retired.
Property Control will notify the department in writing that disposition has been authorized. If needed, Property Control will put the department in contact with other campus units to assist in physical removal of item(s) from the department.
Property Control will notify the Division Chief Financial Officer when authorizing unaccountable disposition requests

Hazardous Definition: Capital equipment is hazardous if at any time it has been exposed to biological, chemical, or radiological hazards. Specific examples are available on the Environmental Health and Safety website: https://www.ehs.wisc.edu/recyclopedia.htm

STEP 1: Reason for Request

Accountable disposition reasons

(proactive decision made to retire equipment)

Item(s) have become surplus to the department’s needs, obsolete, or unrepairable.
Item(s) will be traded for credit on purchase of a like-item.
Item(s) will be cannibalized for parts
Item(s) will be returned to a vendor.
Item(s) will be delivered to a sponsor per contract terms.
Item(s) have been lost
Item(s) have been stolen
Item(s) have been destroyed
Item(s) should be removed from records because Property Control should not have entered them

Where will the item be surplused?

Surplus With A Purpose (SWAP)
Hazardous, Environmental Health & Safety

Check ALL that apply.

I have a Requisition Number
Trade-in Value Received
Purchasing Services has already been contacted.

Requisition #

Trade-in value received

Item(s) will be returned to a vendor.

Equipment WILL be replaced by the vendor
Equipment WILL NOT be replaced by the vendor

Please attach documents

Max. file size: 24 MB.

Check ALL that apply.

Completed physical search of last known location.
Questioned the last person in custody of the item(s).
Followed up on leads. If told item(s) were given to another department for use there, contact the other department to confirm.
Department Chair or Designee has contacted departmental employees to solicit aid in searching for item(s)

Check ALL that apply.

UWPD had already been contacted (must attached police report).
Other police agency has already been contacted (must attached police report).

Please attach police report

Max. file size: 24 MB.

Check ALL that apply.

Fire
Flood
Other
Risk Management has already been contacted.

Please attached report

Max. file size: 24 MB.

Describe

STEP 2: List Capital Equipment.

Tag Number (or serial number if tag not found)	Item Description	Hazardous Yes/No	Grant Funded Yes/No	Last Location - Building	Last Location - Room Number

STEP 3: Get Signatures

Please list your DPA below. If you are unsure on who your DPA is please see the current DPA list

DPA Name*

DPA Email*

This application does not guarantee Property Control will approve disposition, but indicate a decision has been made to support the request. Property Control will notify signors of approval via email (copying the Division Chief Financial Officer on unaccountable dispositions).*

I understand