3008.8 Location/Room Changes Procedure

Procedure # 3008.8; Rev.: 1 (Effective July 1, 2025)
Related Policy: UW-3008 Capital Equipment Policy
Functional Owner: Property Control, Business Services
Contact: Property Control Mailbox, property@bussvc.wisc.edu

Contents

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 will initiate the Transfer related action on the asset record to make changes to the location of the capital equipment  in Workday.
3. The Property Control Office must review and approve the DPA’s Transfer request for the change to be updated in the asset record in Workday.

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IV. Contact roles and responsibilities

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V. Definitions

Capital Equipment Definitions (PDF)

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VI. Related references

• Procedure 3008.9 – Change in Custody to Another Department
• Property Transaction Form

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VII. Revisions