The Department of Medicine manages an inventory of over 900 capital equipment assets across multiple campus buildings. Each asset is tagged with a barcode ID sticker to help track the item.
We identify assets at the time of purchase and assign them a PI or other responsible party.
Department of Medicine Asset Coordinator
Contact the Department of Medicine's asset coordinator before disposing, transferring, loaning or moving any capital equipment.
Equipment Disposal
To dispose of an item (for surplus/obsolete/unrepairable items, trade-in, cannibalizing for parts, or returning to vendor), contact the asset coordinator with the asset identifier/tag. If one isn’t attached to the equipment, provide the manufacturer, model and serial number of the equipment.
Do not contact SWAP for a pickup before receiving approval from the asset coordinator. This is because the equipment may have been entirely or partially paid for by a federal sponsor who placed restrictions on the disposal of the equipment.
Property Control will work with the Office of Research & Sponsored Programs (RSP) to identify any restrictions.
Lab Moves
Before moving a lab, contact the asset coordinator to properly account for the new location.
Contact Brennan Woodall to assist with coordinating the move.
Equipment Trade-Ins
Please let the Asset Coordinator know whether an asset will be replaced or returned for credit.
When an asset is replaced with the same model, a new asset barcode tag will be issued for the same inventory record, and the Asset Coordinator will need to update the serial number information upon arrival of the replacement equipment. If the item is not replaced but returned for credit, the Asset Coordinator should be notified so the asset can be retired.
Equipment Loans
Completion of an 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.
The Asset Loan Request Form must be approved before equipment is removed from campus.
- 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.
- UW Property Control will work with the Asset Coordinator 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 the loan agreement beyond one year.
PI Departure or PI Transfer In From Other Institutions
Contact the Asset Coordinator and your Division Administrator to ensure policy compliance.
List of Division Assets
See instructions to look up assets in Workday by asset ID or by PI/employee.
Contact the asset coordinator for a list of your division's assets.
Resources
- Campus Property Control
- Capital equipment account codes. A “Trackable Spend Category” is the Workday term for a Spend Category configuration that, when enabled and checked at time of purchase, will initiate the assets registration process for an invoice. This was previously known as a Capital Account Code. This is located under SFS Ledger Account to Workday Spend Category ID Crosswalk (expandable).
- Capital equipment policies
- Building code list