110.10F: Asset Loan Request Form
110.10F: Asset Loan Request Form
110.10F: Asset Loan Request Form
110.11F: Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution Form
110.12F: Departmental Property Administrator (DPA) Change Request Form
110.4F: Capital Equipment Fabrication Request Form
110.7F: Disposition Request Form
110.8F: Property Transaction Form
Recording and Tagging Capital Equipment Procedure
Recording and Tagging Capital Equipment Procedure
Procedure # 3008.1
Rev.: 0
Effective Date: January 1, 2017
Download 3008.1 Recording and Tagging Capital Equipment Procedure (pdf)
Related Policy: Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Manager: (608) 890-3131, Property Control Mailbox: property@bussvc.wisc.edu
I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions
UW-Madison departments must code capital purchases to 46XX accounts in the UW System Chart of Accounts. All capital purchases are routinely reviewed by Property Control upon payment as the trigger to identify new capital equipment items that have been acquired by campus. To later aid in physically identifying capital equipment, Property Control will assign a unique asset barcode tag to be affixed to each item. Asset barcode tags are color-coded based on whether the University owns the asset (blue – “Property of University of Wisconsin”) or a sponsor owns the asset (red – Property of Federal Government”). Assets that belong in whole or in part to a sponsor must be tagged with the red Federal ownership tag. Property Control will mail asset barcode tags along with a Capital Equipment Confirmation Form to the Department Property Administrator (DPA) with instructions for completing the recording of new capital equipment items in the University’s asset management system. Fabricated capital equipment assets (refer to Procedure 3008.4 Fabricated Capital Equipment) are tagged once the item is placed into initial service. Qualified capital equipment upgrades are generally not issued an additional asset barcode tag (refer to Procedure 3008.5 Upgrades to Existing Capital Equipment). If Property Control has not mailed an asset barcode tag for a newly acquired item within a reasonable amount of time, the DPA should contact Property Control with the purchase order number or other referenced information. Property Control will verify if payment has been made or that the correct account code was assigned to the purchase.
This procedure applies to all UW-Madison departments. It should be understood by department managers, DPAs, Principal Investigators (PI’s), lab managers, department chairs, directors, deans, and all employees responsible for capital equipment.
The following steps represent the overall process of inventorying new asset purchases:
wdt_ID | Inventorying Asset Purchases | Dept Fin Staff | Responsible Employee | DPA | Property Control |
---|---|---|---|---|---|
1 | 1) Code all capital purchases to 46XX accounts. | X | |||
2 | 2) Review 46XX account activity and establish inventory records for each item. | X | |||
3 | 3) If necessary, investigate with Dept. Financial Staff and complete journal entry to reassign non-capital purchases to appropriate account. | X | |||
4 | 4) Create Capital Equipment Confirmation Form and send it, along with appropriate asset barcode tag (red or blue), to the DPA for each new asset entered into the system. | X | |||
5 | 5) Affix asset barcode tag to capital equipment item. If tag cannot be affixed to the item, affix tag to the alternate method/location that the DPA manages. | (if DPA engages help) | X | ||
6 | 6) Complete capital equipment information fields and change/confirm pre-printed asset information on the Capital Equipment Confirmation Form. Return Form to Property Control within two (2) weeks. | (if DPA engages help) | X | ||
7 | 7) Complete/update the asset record in the asset management system. | X | |||
8 | 8) Contact Property Control if an asset tag was expected but has not been received. | X |
Procedure Number |
110.1 |
Date Approved
|
January 1, 2017 |
Revision Dates |
1/19/21 – Procedure Number changed to 3008-1 from 110.1 |
Asset Loan Agreement Procedure
Asset Loan Agreement Procedure
Procedure # 3008.10
Rev.: 0
Effective Date: January 1, 2017
Download 3008.10 Asset Loan Agreement Procedure (pdf)
Related Policy: Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Manager: (608) 890-3131, Property Control Mailbox: property@bussvc.wisc.edu
I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions
To maintain control and assign responsibility for capital equipment removed from University premises, Property Control must authorize the loan of, and track assets. Completion of Form 3008.10F Asset Loan Request Form is required when equipment is to be borrowed for more than 30 days and will reside at a location not directly associated with the University. Property Control must authorize loans before equipment is removed from campus. Risk Management should also be notified for executing appropriate insurance and risk management activities.
The following steps represent the overall process:
wdt_ID | Asset Loan Agreement | Responsible Employee | DPA | Dept Chair/ Dept Admin | Property Control | Bldg Mgr |
---|---|---|---|---|---|---|
1 | 1) Notify DPA and Risk Management of loan request. | X | ||||
2 | 2) Gather terms of loan and contact information for borrowing institution. | X | X | |||
3 | 3) Complete Form 110.10F Asset Loan Request Form, obtain signatures and submit to Property Control. | X | X (signs request form) | |||
4 | 4) Loan request is reviewed for approval. | X | ||||
5 | 5) Once approved, notification is sent to DPA, Responsible Employee and Department Chair/Dean/Director/Designee. | X (Prop Cont may need assistance) | X (Prop Cont may need assistance) | X | ||
6 | 6) Agreement for Loan of University Property is prepared and sent to borrowing institution or entity. | X | ||||
7 | 7) A copy of the fully executed loan agreement is sent to DPA and the borrowing institution. | X | ||||
8 | 8) Notice to proceed with shipment of equipment is sent to DPA and Responsible Employee. | X | ||||
9 | 9) Update asset management system. | X | ||||
10 | 10) Coordinate shipment of the equipment to the borrowing institution or entity. | X | X | X | X |
Procedure Number |
3008.10 |
Date Approved |
January 1, 2017 |
Revision Dates |
09/12/18 – Updated Form 110.10F
01/19/21 – Changed Procedure Number to 3009.10 from 110.10 |
Departing Employee Request to take Capital Equipment to a New Institution Procedure
Departing Employee Request to take Capital Equipment to a New Institution Procedure
Procedure # 3008.11
Rev.: 0
Effective Date: January 1, 2017
Download 3008.11 Departing Employee Request to take Capital Equipment Procedure (pdf)
Related Policy: Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Manager: (608) 890-3131, Property Control Mailbox: property@bussvc.wisc.edu
I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions
This document covers procedures to be followed when a departing employee requests to take capital equipment with them to a new institution. In all cases, Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution and an Agreement for Transfer/Sale of University Property must be completed and signed prior to equipment being shipped to the new institution. Please note, Departments and Divisions may require additional review, approval, and discussion with the Deans Office when a departing employee requests to take capital equipment with them to a new institution.
Criteria for Determining Authorization of Transfer/Sale of Capital Equipment
Department Chair/Deans Office/Director/Designee and Property Control may authorize departing employees to take University equipment if all of the criteria are met:
If all of the above criteria are met and the Department Chair, Dean/Director/Designee approves the transfer/sale of equipment, departments must complete Form 110.11F Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution.
Criteria for Determining if a Transfer of Equipment is Acceptable
Equipment may be transferred to the departing employee’s new institution under the following circumstances. The transfer of equipment is also referred to as a zero-dollar, cost transaction.
Criteria for Determining if a Sale of Equipment is Acceptable
Equipment may be sold to the departing employee’s new institution under the following circumstances.
Criteria for Determining a Sale Price of Equipment
This procedure applies to all UW-Madison departments. It should be understood by Department Managers, DPAs, Department Chairs, Directors, Deans, Chief Financial Officers, Principal Investigators, and other employees responsible for equipment.
The following steps represent the overall process:
wdt_ID | Departing Employee Request | Departing Employee | DPA | Dept Chair/ Dept Admin | RSP | Property Control | New Institution | Dept Fin Staff |
---|---|---|---|---|---|---|---|---|
1 | 1) Notifies Department Chair and DPA of departure and request to take capital equipment to a new institution. | X | ||||||
2 | 2) Request equipment list from Property Control. | X | ||||||
3 | 3) Provide list of equipment with NBV to DPA. | X | ||||||
4 | 4) Provide list of equipment to Department Chair, Dean/Director/Designee and Departing Employee. | X | ||||||
5 | 5) Confirm all eligibility criteria are met | X | ||||||
6 | 6) Determine and approve equipment based on criteria related to transferring and/or selling equipment. Sale price determined when applicable. | X (provides input) | X | |||||
7 | 7) Complete Form 110.11F Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution. | X (provides input) | X | X (provides input) | ||||
8 | 8) Form 110.11F Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution sent to Property Control with list of capital equipment approved for transfer/sale. | X | X (provides input) | |||||
9 | 9) Funding sources and terms reviewed. | X | X | |||||
10 | 10) Prepare Agreement for Transfer/Sale of University Property and send to departing employee’s new institution. | X |
Procedure Number |
3008.11 |
Date Approved |
January, 1, 2017 |
Revision Dates |
01/19/21 – Changed Procedure Number to 3008-11 from 110.11 |
Delegation of Department Property Administrator (DPA) Procedure
Delegation of Department Property Administrator (DPA) Procedure
Procedure # 3008.12
Rev.: 0
Effective Date: January 1, 2017
Download 3008.12 Delegation of Department Property Administrator (DPA) Procedure (pdf)
Related Policy: Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Manager: (608) 890-3131, Property Control Mailbox: property@bussvc.wisc.edu
I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions
This procedure outlines the steps and individuals responsible for identification of Department Property Administrators (DPAs) and establishment of the DPA Acceptance Agreement between the designated DPA, the Division’s Chief Financial Officer and Property Control Office.
This procedure applies to all UW-Madison departments. It should be understood by department managers, DPAs, department chairs, directors, deans, and employees responsible for equipment.
The following steps represent the overall process for establishing a Department Property Administrator:
wdt_ID | DPA Delegation | Division CFO | Dept Leader | DPA Supv | DPA | Property Control |
---|---|---|---|---|---|---|
1 | 1) Submit designated DPA name to Property Control. | X | ||||
2 | 2) Fill out the DPA Acceptance Agreement and email a PDF to the designated DPA. | X | ||||
3 | 3) Sign the DPA Acceptance Agreement and route to Division’s CFO. | X | ||||
4 | 4) Sign DPA Agreement and send copy to Property Control. | X | ||||
5 | 5) Sign DPA Agreement and send copy of fully executed DPA Agreement to DPA and CFO. | X | ||||
6 | 6) Provide copies of DPA Agreement to the administrative leaders and confirm the DPA’s position description has been updated by their supervisor to reflect DPA responsibilities. | X | X | X | ||
7 | 7) Initiate DPA access to the asset management system and schedule training with the DPA. | X | ||||
8 | 8) Notify Property Control if DPA will no longer serve the DPA role. | X | X |
Procedure Number |
3008.12 |
Date Approved |
January 1, 2018 |
Revision Dates |
01/19/21 – Changed Procedure Number to 3008.12 from 110.12 |