Capital Equipment and Inventory Deletions
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Responsibilities of OIT and Home Departments
OIT is responsible for the removal of computers and computer related equipment from the Capital Inventory System. For all other capital equipment, each Home Department is responsible for the removal from the Capital Inventory System of capital equipment belonging to the department.
NOTE: State Surplus Property Rules apply to dispositions and the UW-Platteville State Surplus Property Manager must be notified if you intend to sell a piece of equipment regardless of cost. Also, the UW-Platteville State Surplus Property Manager must be notified in advance if you intend to scrap a piece of equipment that originally cost $25,000 or more. Approval must be received from the State Surplus Manager before the item can be disposed of. Lew Bettinger can be reached at 608.342.1221 or by e-mail at email@example.com.
Equipment should be removed from the Inventory Control System when it is:
- Sold as surplus to an off campus party
- Traded in on new equipment
- Destroyed (Casualty Loss)
- Scrapped due to Obsolete or Inoperable
Equipment is removed from the Capital Inventory System by filling out a Capital Inventory Deletion Form. The deletion form should be completed immediately after the disposal of any capital equipment. The web-based Capital Inventory Deletions forms will be processed when submitted.
The deletion form should be filled out completely. The Capital Inventory ID tag number can be removed from the item, it should be sent to Inventory Control. If the item was stolen, a copy of the Police report is also necessary. The police report should be scanned and e-mailed to firstname.lastname@example.org.
Responsibilities of Inventory Control
Inventory Control is responsible for the timely processing of Capital Inventory Deletion Forms as they are received. Inventory Control oversees the data entry and verifies the accuracy of the entered data.
Responsibilities of Data Entry
As the Capital Inventory Deletion Forms are processed, the deletion form should be initialed and dated.
Capital Inventory Deletion Forms should be filed by Inventory Tag Number. Each fiscal year, the file should be restarted, so that deletions made in a fiscal year are segregated from those made in a different year. Capital Inventory Deletion Forms should be kept on file for 4 years plus the current. The file of deletion forms will act as an audit trail for the verification of the items.
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