Movement represents the transfer of an asset to a location that is different than what is reflected in OASIS.  Movement of equipment, as well as other sponsor owned non-capital property, must be authorized and supporting documentation generated to show changes in location.  The movement and new location of a tagged capital equipment item must be posted to the property record (OASIS) and supporting documentation retained in the department's inventory files for audit purposes (i.e., copy of Property Activity Request - Form 1024 and/or Physical Inventory).  If the movement is within the same department and OASIS is updated to reflect the new location by the departmental inventory contact, then no supporting documentation is necessary except if the property is government owned in which case there may be additional requirements such as sponsor prior approval (see below).

Procedure

The custodial department is responsible for the movement and storage of all equipment in their custody.

Movement

Movement can be completed in one of the following ways:

  • Within the same department:
    • Short term (within a reasonable time period, e.g., no more than 30 days) – Custodial department (unit) shall maintain a log of the equipment which reflects the temporary location
    • Long term (e.g., greater than 30 days) – Custodial department shall updates OASIS to reflect new location
  • From one UW department to another – Custodial department (unit) must complete the Property Activity Request - Form 1024 and process it per the form instructions. 
     

Specific responsibilities related to movement of equipment include:

  • Units are responsible for establishing their own policy and procedures related to the temporary or permanent movement of equipment as suitable to their operations provided they are compliant and meet the conditions of this document
  • Maintaining a form or log to track short-term movement of equipment (e.g., laptops) for authorized purposes.  The form should contain the following information:
    • UW tag number
    • Government tag number if applicable
    • Initial date of move
    • New location
    • Name of person  responsible for the equipment
    • Description
    • Serial number
    • Estimated Return date
  • Assuming responsibility for seeing that appropriate care is taken regarding transportation and security and that equipment is returned in satisfactory working condition.  This pertains to any person removing property from authorized locations.
  • Verifying the location of equipment during a departmental physical inventory.

 

Moving government owned equipment and/or non-capital property

  • When government owned equipment or non-capital property from one location to another on campus or to another facility the Principal Investigator is responsible for ensuring:
    • The new location of the property is properly documented
    • The property is utilized as authorized in the sponsored award.
    • Contacting Equipment Inventory Office (EIO) for assistance in determining if prior approval from the Sponsor is required.
    • Obtaining authorization for the move from appropriate departmental officials and, when required, the sponsor.
    • Submitting the proper documentation including a Property Activity Request - Form 1024 and shipping documents.
    • Providing adequate physical protection for the equipment during the move including packing, covering, skidding (shifting) prevention, use of property handling equipment
    • Providing adequate physical protection for the equipment during the move including packing, covering, skidding (shifting) prevention, use of property handling equipment, proper procedures and techniques and safety precautions.
    • An individual who removes property from its campus location without proper authorization is responsible for replacing such property if it is lost, stolen or damaged.

 

Special notes:

  • The movement of UW equipment to international locations is potentially subject to export controls. Please contact the Office of Research, Export Control Office for further information.
  • Equipment removed from authorized locations is subject to immediate recall at any time to meet higher priority operational commitments. Such equipment could include, but not be limited to, fire safety equipment, federally funded grant equipment temporarily loaned to another user in accordance with the shared usage provision, etc.
  • Generally only equipment owned, leased or loaned to the UW or purchased on a federal grant/contract is eligible to be insured. However, in the case of loss, any deductible amount is charged to the owning department/organization.
  • Loss, theft or destruction of UW or sponsor property must be reported within twenty-four (24) hours of discovery to the Risk Management Department.  Such loss of property must also be reported to EIO by the department/organization before the items can be removed from the inventory records.  The report must include applicable inventory numbers and, in the case of theft, the UW police case number.

 

Storage

Storage – If equipment/property needs to be stored on a temporary basis (such as during room of lab renovations), EIO must be notified of the current status and location of the equipment. The status of items should be reviewed every six months for possible use or to request disposal.  If equipment/property has been stored for a considerable period of time and there are no future plans for use, the equipment is then considered excess. All excess or surplus equipment must be reported to EIO so appropriate disposition guidance can be provided.

Specific responsibilities related to storage of equipment/property include:

  • Offering adequate physical security and protection for assets stored inside and outside.
  • Protecting items in storage from corrosion, humidity, temperature, and aging.
  • Limiting accessibility to authorized personnel.
  • Offering additional physical security and protection for sensitive items.