110.12 Delegation of Department Property Administrator (DPA) Procedure

Delegation of Department Property Administrator (DPA) Procedure
Procedure # 110.12
Rev.: 0
Effective Date: January 1, 2017

Download 110.12 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


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


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.


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.


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.

IV. Contact Roles and Responsibilities

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

V. Definitions


VI. Related References


VII. Revisions

Procedure Number

110.12

Date Approved

January 1, 2018

Revision Dates