3008.8 Location/Room Changes Procedure

Procedure # 3008.8; Rev.: 0 (Effective January 1, 2017)
Related Policy: UW-3008 Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Mailbox, property@bussvc.wisc.edu


  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

The Department Property Administrator (DPA) is responsible for notifying Property Control of capital asset location changes. A move to a different room or building, but staying in the custody of the same department, is considered a location change. See Procedure 3008.9 – Change in Custody to Another Department if the location change is due to a permanent change in department custody.

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II. Who is affected by this procedure

  • Department Property Administrators (DPAs)
  • Department employees
  • Business Services – Property Control

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III. Procedure

The following steps represent the overall process:

  1. The responsible employee or user of the capital equipment is responsible for notifying the DPA of a location change (e.g. room and/or building) of capital equipment through written notice via email.
  2. The DPA completes the Property Transaction Form with the information related to the change in room and/or building location of the capital equipment.
  3. The Property Control Office updates the records in the asset management system.

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IV. Contact roles and responsibilities

wdt_ID Location/Room Changes Responsible Employee DPA Property Control
1 1) Notify DPA of a change in room and/or building location of a capital equipment asset. X
2 2) Complete the Property Transaction Form and submit. X
3 3) Update the building/room location in the asset management system. X

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V. Definitions

Capital Equipment Definitions (PDF)

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VI. Related references

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VII. Revisions

Procedure Number 3008.8
Date Approved January 1, 2017
Revision Dates Jan. 19, 2021 – Changed Procedure Number to 3008.8 from 110.8