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Instructions for Completing the Property Activity Request Form 1024

The numbered fields on the Property Activity Request Form 1024, correspond to instructions below.

Date Requested (Mo., Dy., Yr.) - Enter date form is prepared.
Contact Person - Enter name of person to whom questions may be directed (internal controls, can not be the same person approving the disposal).
Campus Phone - Enter telephone of contact person.
Department Name - Enter department name.
Box Number - Enter box number of department, (35----).
Location (Bldg. & Rm. No.) - Enter the current location of the item(s).
Inventory Tag Number - Enter the Inventory Tag Number, if applicable (N/A if not applicable). All inventoried equipment, except for "No Tag" items should have a tag number affixed.
Description of Each Item - Enter description of item(s). If item has been cannibalized, note this and indicate what was removed.
Serial No. - Enter serial number of item(s), if applicable.
New Location (Bldg. & Rm.#) - When applicable enter the new location of the item(s).
Acquisition Funding - Indicate acquisition funding (S = State) and (F = Federal).
Original Equipment Cost - Enter original cost of item(s). If over $2000 you may locate on OASIS.
Transferring usable property - Check this when transferring property between departments, budgets and/or to and from campus locations (must also complete Location and New Location boxes). Loaned property (give name, address and period of loan).
Name of New Custodian, Receiving Department's Name - Enter name of new custodian, receiving department and mailing address.
Accountable Budget No. - Enter budget number for which these items will be accountable (used only to transfer accountability -no charge to budget).
Contact Person - Enter name of person receiving item(s) to whom questions may be directed.
Phone - Enter telephone number of contact person.
Transport Required - Answer Yes or No. If Yes, send canary copy of the Property Activation Request form to Transport Services, Box 355210.
Disposing of surplus property - Check this when disposing of surplus property.
Property Condition - E = excellent, G = good, R = needs repair, P = poor, U = unusable.
Budget No. and Name to Credit Property Sale - Enter budget number and name to be credited; credits will be made if a single piece of property sells for more than the processing fee retained by Surplus Property.
Campus Phone - Enter the telephone number of department surplusing the item(s).
Minimum Sale Price - Leave blank unless the property has substantial value.
Transport Required - Check Yes or No.
Deleting Property - Check this for other on-campus transactions. Briefly indicate nature of action and reason deleted. Check appropriate box when deleting property lost, stolen, return to vendor, trade-in, or cannibalized.
Transferring usable property to... - Check this when transferring property to an off-campus location.
Grant/Contract Title - Enter Grant or Contract Title and its budget number (use additional sheet if necessary).
Requester Identification - Enter name, sign and date as requested.
Concurrences - Enter name, sign and date as requested.
Receiving Institution's Name and Address - Enter as requested.
Property & Transport Services Representative (Type or Print) - Enter name, sign and date as requested.
Departmental Authorization - Enter name of person authorized to request this action, sign and date as requested (Chairman, Director or their representative for business matters/Administrator or above)
Note: Property transfers within the UW Medical Center require separate handling. Contact UW Medical Center Materials Management, Manager of Program Operations (Box 356018, 206-598-6016).