Division of Business Services

3008.8 Location/Room Change Procedure

Location/Room Changes Procedure
Procedure # 3008.8
Rev.: 0
Effective Date: January 1, 2017

Download 3008.8 Location/Room Changes 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

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 of Custody to another Department if the location change is due to a permanent change in department custody.

II. Who is affected by this Procedure

  • DPA
  • Department employees
  • Property Control

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 top-half of the Property Transaction Form with the information related to the change in room and/or building location of the capital equipment. After the information is entered, the DPA clicks on the “Submit” button located on the bottom of the form. The form is electronically routed to the Property Control email box.
  3. The Property Control Office updates the records in the asset management system.

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

V. Definitions

VI. Related References

VII. Revisions

Procedure Number

3008.8
Date Approved

January 1, 2017

Revision Dates

 01/19/21 – Changed Procedure Number to 3008.8 from 110.8