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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

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Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions

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I. Procedure Statement

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.

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II. Who is affected by this Procedure

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.

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III. Procedure

The following steps represent the overall process of inventorying new asset purchases:

1. Department financial staff must code capital purchases to the 46XX accounts in the UW System Chart of Accounts. No additional reporting of purchases is necessary.
2. Property Control reviews capital purchases at the end of each month in WISDM and establishes partial inventory records for each item purchased, obtaining information from:
   1. Purchase Orders: Purchasing System, Image Now
   2. P-Card: Purchasing Card Capital Equipment Documentation Form
   3. Direct payments/payments to individual: Image Now
   4. MDS Orders: Shop@UW Shopper Lookup Website
   5. Inter-departmental billings: Journal Entry Tool comments
   6. Cost transfers: Cost Transfer Tool Research and Sponsored Programs Cost Transfer Policy.
3. If an item does not meet the capital purchase definition, Property Control will not establish an inventory record. Instead, Property Control will contact department financial staff to gather additional information. If confirmed as a non-qualified capital equipment purchase, Property Control will complete a journal entry to reassign the purchase to an appropriate account. If confirmed as a capital equipment purchase, the capital equipment processes will continue.
4. Property Control will issue a unique asset barcode tag and generate a Capital Equipment Confirmation Form for each item. Property Control will mail asset barcode tags and Capital Equipment Confirmation Forms to DPAs, in batches, weekly.
5. DPA affixes asset barcode tag. For best adherence, DPAs should affix asset barcode tags onto a clean, dry surface when temperatures are above freezing. Asset barcode tags should be placed onto the equipment in a location that will be readily visible on an on-going basis. This will also make scanning the asset barcode tag during subsequent physical inventories much easier. If an asset barcode tag cannot be affixed to the item, then it should be affixed in an alternate location/method within the department that the DPA maintains. Qualifiers for assets that asset barcode tags cannot be affixed to include:
   1. Item is too delicate to tag (e.g. laser optics)
   2. Tag would de-face or de-value the asset (e.g. antique piano)
   3. Tag would make the asset un-usable (e.g. centrifuge rotor would be unbalanced by tag)
   4. Asset is not accessible (e.g. satellite dish on tower, roof-mounted asset without stair access)
   5. Asset shape or size prohibits tagging (e.g. asset smaller than the tag)
   6. Asset does not have compatible surface/environmental conditions (e.g. environment too hot/cold/wet)
   7. Asset is subsequently impractical to scan (e.g. asset will be in space, buried underground)
6. DPAs are responsible for affixing asset barcode tags or explaining on the Capital Equipment Confirmation Form if tag cannot be affixed, changing/confirming the accuracy of the information prelisted on the form (e.g. building and room location,equipment’s responsible employee) and recording balance of the asset information unavailable to Property Control (e.g. serial #). DPA should return the Capital Equipment Confirmation Form to Property Control via mail or email within two (2) weeks. DPAs are responsible for completing these tasks, but may engage the assistance of others (including the responsible employee).
7. Upon return of the Capital Equipment Confirmation Form, Property Control will update the equipment record in the asset management system. If Property Control does not get confirmation that the asset barcode tag has been affixed after two (2) weeks, a follow up email will be sent to the DPA.
8. If the DPA has not received an asset barcode tag from Property Control for a newly acquired item within a reasonable time period, 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.

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IV. Contact Roles and Responsibilities

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V. Definitions

• Capital Equipment Definitions

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VI. Related References

• UW System Chart of Accounts
• Procedure 3008.4 Fabricated Capital Equipment
• Procedure 3008.5 Upgrades to Existing Capital Equipment
• Research and Sponsored Programs Cost Transfer Policy

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VII. Revisions

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
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

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Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions

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I. Procedure Statement

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.

• Equipment may be loaned for a specified period (maximum five years), and the borrower must sign an Agreement for Loan of University Property within 30 days prior to the loan.
• Property Control will monitor loaned equipment aging and will work with the DPA 30 days prior to the end of the agreement term to determine and formalize if the loan will be renewed or ended. Property Control will require a new agreement to extend beyond one year.

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II. Who is affected by this Procedure

• Departmental staff members, Responsible Employee
• DPA
• Property Control
• Borrowing institution or entity
• Risk Management

III. Procedure

The following steps represent the overall process:

1. The employee responsible for the equipment notifies the DPA for guidance on the capital equipment loan procedures, as well as contacts Risk Management to inquire about insurance guidelines.
2. The DPA works with the Responsible Employee to gather the terms of the loan (i.e. the duration of the loan) and contact information for the borrowing institution or entity to which the capital equipment will be loaned.
3. The DPA completes the Form 110.10F Asset Loan Request Form and obtains signatures of approval from Department Chair/Dean/Director. The form is submitted to Property Control.
4. Property Control reviews the request and the funding sources of the equipment. If funding sources include sponsored funding, Property Control will verify with RSP to confirm if equipment can be loaned to another institution or entity. Equipment that is owned by a sponsor (e.g. title vests with Federal agency) cannot be loaned to another institution or entity without written consent from the sponsor.
5. Property Control authorizes the equipment loan and notifies the DPA, the Responsible Employee, and Department Chair/Dean/Director.
6. Property Control prepares an Agreement for Loan of University Property, which is to be signed by the borrowing institution. The agreement should be signed by the borrowing institution or entity at least 30 days prior to the loan.
   1. Property Control will work with the DPA, Responsible Employee and Department Administrators to coordinate and obtain sign-off from the borrowing institution. The responsible party for obtaining approval is the individual negotiating the loan of equipment to the borrowing institution. This is most often the Principal Investigator, but may be other parties. Property Control intends to team with the DPA to ensure appropriate personnel approve the loan prior to allowing the equipment to be borrowed.
7. Upon receipt of signed Agreement for Loan of University Property, Property Control provides a signature and sends a copy of the fully executed loan agreement to the DPA and borrowing institution or entity.
8. Property Control notifies the DPA and Responsible Employee that loan agreement is signed and the equipment can be shipped to the borrowing institution or entity.
9. Property Control updates the asset management system to indicate that the equipment has been loaned to another institution or entity.
10. The DPA, Building Manager and/or Responsible Employee coordinate shipment of capital equipment to the borrowing institution or entity.
11. When the loan agreement approaches its end date, Property Control will contact the DPA to initiate conversations to determine whether an extension of the loan agreement is necessary.

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IV. Contact Roles and Responsibilities

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V. Definitions

• Capital Equipment Definitions

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VI. Related References

• Asset Loan Request Form

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VII. Revisions

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
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

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Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions

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I. Procedure Statement

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:

• The departure of equipment does not adversely affect instructional needs, graduate students or other research remaining at UW-Madison.
• Formal resignation has been submitted by the departing employee and received by the Department Chair/Supervisor.
• The departing employee was a permanent, University employee, including Faculty and Academic Staff roles. Student employees and zero-dollar appointees are excluded from this definition.
• The departing employee’s role was directly related to at least one element of the University’s core mission (instruction, research, or public service). This excludes administrative roles.
• The capital equipment will be used for the same purpose at the new institution.
• The new institution is another institution of higher education or academic research. Equipment cannot be transferred to a for profit or start-up business.
• Equipment does not contain any UW-Licenses, UW-Proprietary Software, nor any sensitive data.

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.

• The capital equipment item was solely funded by an active/on-going, sponsored research project AND the research project is moving with the departing employee to their new institution. Expenses for all packing, shipping and insurance costs are covered by the new institution.
  • Note: An active or on-going project is defined as a contract/grant/agreement having the same sponsor, that is currently in progress having not ended, and is being continued at the new institution.

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.

• The sale is a negotiated exchange as part of the departing employee’s recruitment between the UW department and the departing employee’s new institution.
  • Departments may be allowed to sell equipment in situations involving departing employees and their new institutions. Sales involving departing employees may be granted, because such sales are customary exchanges in academia and are commonly negotiated as part of a larger recruitment/employment package offered to the departing employee. This circumstance does not meet the state’s definition of surplus and therefore is an allowable sale. In situations where this is not the case, departments must coordinate sale through Surplus with a Purpose (SWAP). Please refer to Procedure 3008.7 Equipment Dispositions.
• Equipment was funded by a sponsored project, but the project is closed AND there are no sponsor restrictions on the award.

Criteria for Determining a Sale Price of Equipment

• Property Control provides a listing of the capital equipment and information including initial acquisition cost of equipment, acquisition date, and net book value (NBV) for which equipment is recorded in the University’s financial sub ledger.
• Property Control does not require departments to sell at the NBV, but does ask for a brief explanation if there is a difference between NBV and sale price.
• An employee’s Department Chair and/or Dean/Director/Designee has the final authority to set the sale price of the equipment, as they are most closely involved in situations when prices must be negotiated with a new institution.
• At their option, Department Chairs and Deans/Director/Designee may seek the advice of the Division of Business Services, Purchasing Services for a suggested sales price.

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II. Who is affected by this Procedure

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.

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III. Procedure

The following steps represent the overall process:

1. Departing employee notifies their Department Chair and DPA of their pending departure, and that they are requesting permission to take capital equipment to a new institution.
2. The DPA contacts Property Control to request a list of capital equipment items associated with the departing employee.
3. Property Control provides a list of equipment to the DPA. The equipment list will include the asset tag number, description, acquisition date, acquisition cost, funding sources and percentages, net book value (NBV), etc.
4. The DPA provides the equipment list to the Departing Employee, Department Chair, Dean/Director/Designee for review.
5. The Department Chair, and/or Dean/Director/Designee determines that all eligibility criteria are met:
   1. The departure of equipment does not adversely affect instruction needs, graduate students or other research remaining at UW-Madison.
   2. Formal resignation has been submitted by the departing employee and received by the Department Chair/Supervisor.
   3. The departing employee was a permanent University employee, including faculty and academic staff roles. Student employees and zero-dollar appointees are excluded from this definition.
   4. The departing employee’s role was related to at least one element of the University’s mission (instruction, research, or public service). This excludes administrative roles.
   5. The capital equipment will be used for the same purpose at the new institution
   6. The new institution is another institution of higher education or academic research. Equipment cannot be transferred to a for-profit businesses or start-up business.
   7. Equipment does not contain any UW-Licenses, UW-Proprietary Software, nor any sensitive data.
6. The Department Chair and/or Dean/Director/Designee approves one or more items on the equipment list to be either transferred and/or sold to the new institution. The criteria listed for a transfer and a sale of equipment must be used to determine the treatment of each piece of equipment.
   1. If the equipment meets the criteria to sell equipment, the departing employee’s Department Chair and/or Dean/Director/Designee has the final authority to negotiate and determine the sale price of the equipment with new institution.
7. Along with the DPA, the Department Chair, and Dean/Director/Designee, completes Form 110.11F Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution.
   1. Signatures from the Departing Employee, Department Chair, and Dean/Director/Designee represent an agreement to release the equipment to the departing employee’s new institution and attests that the equipment does not contain sensitive data, UW Licenses, or UWProprietary Software. (Examples of sensitive data: UW-Madison Knowledgebase-Protecting University Data.)
8. After Form 110.11F Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution is completed, the DPA sends the form to Property Control along with the approved list of equipment to be transferred and/or sold to the new institution.
   1. Note: In cases when equipment is to be sold and the selling price exceeds the NBV, please include a justification along with the request form.
9. Property Control and Research and Sponsored Programs (RSP) reviews the terms and conditions of the grant or contract for restrictions that would prevent the departing employee from taking the equipment.
10. If restrictions do not exist, Property Control will prepare an Agreement for Transfer/Sale of University Property and will send it, along with a copy of the approved equipment list, to the authorized official at the new institution for signature. Property Control will notify the Departing Employee, Department Chair, DPA and/or Dean/Division/Designee of the action.
    1. If equipment is being sold to the new institution, the sale price will be included in the agreement.
11. The authorized official of the new institution accepts the terms of the agreement, signs the Agreement for Transfer/Sale of University Property and returns it to Property Control.
    1. Note that the new institution accepts responsibility for all packing, shipping, and insurance costs for the equipment.
12. Upon receiving the signed Agreement for Transfer/Sale of University Property, Property Control will authorize the departing employee to take or ship the equipment. Property Control will update the asset management system to show retirement of the asset. Property Control will also provide the Departing Employee, DPA, Department Chair and Dean/Director/Designee a copy of the fully-signed agreement.
13. The DPA or designee must remove and discard the asset barcode tag(s) prior to shipping the equipment.
14. If equipment was sold to the new institution, the Departing Employee’s UW department financial staff should prepare and send an invoice, along with a copy of the Agreement for Transfer/Sale of University Property, to collect on the sale price of the equipment. The invoice should reference the capital equipment description, amount billed, UW department financial contact, along with an appropriate funding string to which the sales amount should be credited. If necessary, check with your Deans Office for guidance on the appropriate funding string to use. The UW System Chart of Accounts revenue code specifically approved for this type of transaction is account code 9939.

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IV. Contact Roles and Responsibilities

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V. Definitions

• Capital Equipment Definitions

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VI. Related References

• Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution
• Procedure 3008.7 Equipment Dispositions
• UW-Madison Knowledgebase-Protecting University Data

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VII. Revisions

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
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

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Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions

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I. Procedure Statement

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.

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II. Who is Affected by this Procedure

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.

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III. Procedure

The following steps represent the overall process for establishing a Department Property Administrator:

1. The Division’s Chief Financial Officer (CFO) works with administrative leadership within their departments to identify an individual who will be assigned the capital equipment property administration responsibilities for one or more departments within the Division. Discussion with and approval by the individual’s supervisor and the designated DPA is expected before submitting the name of the designated DPA and assigned departments to Property Control Office.
2. Property Control Office fills out the DPA Acceptance Agreement and emails a PDF to the designated DPA.
3. Designated DPA signs the Acceptance Agreement and sends to the Division’s Chief Financial Officer for signature.
4. Once CFO signs, they send the signed document to Property Control Office.
5. Property Control Office signs the DPA Acceptance Agreement and emails a PDF of the fully signed agreement to the DPA and CFO.
6. The CFO provides a copy of the fully signed document to the administrative leader for each department that the DPA is assigned to support, and confirms the DPA’s position description has been updated to reflect the DPA responsibilities.
7. Property Control initiates authorization for the DPA to access to the asset management software via the custom DPA user interface and schedules training with the newly designated DPA.
8. If the DPA leaves the University or changes positions such that they will no longer serve as the DPA, the DPA or CFO must notify the Property Control Office immediately, and the CFO begins the procedure again at step #1.

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IV. Contact Roles and Responsibilities

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V. Definitions

• Capital Equipment Definitions

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VI. Related References

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VII. Revisions

Procedure Number	3008.12
Date Approved	January 1, 2018
Revision Dates	01/19/21 – Changed Procedure Number to 3008.12 from 110.12