Asset Tracking Activity Request

Instructions for Completing the Capital/Trackable Asset Form

This form is required for any action involving new or existing capital or trackable assets. The information provided helps Business Services update asset records and initiate proper asset management processes in Workday.

What qualifies as a capital or trackable asset?

  • Capital assets: Non-consumable items costing $5,000 or more with a useful life of over one year.
  • Trackable assets: Small and attractive items (regardless of cost), such as laptops, tablets, equipment, vehicles, copiers, and printers (on the Vancouver campus).

This form is not required for items that do not meet these criteria. For non-capital or non-trackable items, please contact Vancouver IT or directly.

When to use this form:

  • Acquiring a new capital or trackable asset
  • Changing an asset’s location, assignee, or responsible unit/department
  • Transferring an asset to another institution
  • Sending an asset to surplus

*** Note: Campus practices for surplus of capital and trackable items are currently being revised. Units may initiate surplus of non-IT capital or trackable items through a Facilities Request. IT capital and trackable items must be reviewed by Vancouver IT prior to surplus. More information about revised practices will be available soon.

Instructions:

  • Complete all required fields (marked with an asterisk *)
  • For new assets without a tag, enter “N±ð·Éâ€
  • If a tag is missing or unknown, enter “U²Ô°ì²Ô´Ç·É²Ôâ€
  • For multiple assets, use the Excel template provided and attach it in the "Attachments" section at the end of the form

For questions about this form or asset tracking at 91³Ô¹ÏºÚÁÏÍø, contact Kevin Alvarez.

See an example of a WSU asset tag
See an example of a VIT asset tag

Select Action Type

Please select the type of action requested. Brief descriptions of each option are provided below.

  • New Asset: to assign attributes to a newly acquired asset in Workday, including assignee, location, coordinating cost center.
  • Change Asset Information: to change asset attributes for an existing asset, such as make/model, serial number, coordinating cost center.
  • Change Asset Assignment: to change the assignee or location for an existing asset.
  • Move Asset: to change asset attributes when an asset will not be located on campus for longer than one week.
  • Dispose Asset: to request an asset be sent to surplus other disposed through the appropriate channel.
Inventory Control Report
Attach an Inventory Control Report (ICR) with this submission to assign a new or different coordinating cost center. The Inventory Control Report is available here: .

Multiple Asset Submissions
For submissions involving multiple assets, you can use the multiple asset excel template. Please include all required information and attach the form with this submission using the Attachments button below.
 
Upload requirements