Office Move Request and Considerations

Facilities has a Space Change Request that is required for all office moves and is strongly recommended to be completed prior to moving whenever possible. The form ensures proper approvals, consent, and signatures are obtained, supports accurate space tracking, and allows Facilities staff to assist the employee with services such as:

• Work Request: Used when you need facilities staff to set up furniture, move furniture from one location to another, or prepare any other physical space needs.
• Key Return: Used when employee is returning a physical key or deactivating electronic key access for a space they no longer will be using.
• Key Request: Used when employee is seeking a physical key or activating electronic key access for a space they will be using.
  • Employees should not swap, share, or transfer keys on their own. All key changes must be submitted through the formal request process to ensure access is properly approved, documented, and kept up to date in Facilities records.
  • An important consideration is whether the employee needs building access; for example, if a faculty member will only be on campus during business days during normal business hours, building access may not be necessary as the building doors will be open during those times.
  • Electronic access can be done at a floor level too; for example, if you want a faculty member to have access to all classrooms and labs on the first floor of Busby Hall, you can note that on the form rather than listing each individual room.

Other things to consider from Facilities perspective when moving offices:

• Does the space need cleaning prior to the move?
• Do any items need to be picked up by Restore?
• Do you need updated signage when department moves locations?

If there is a mass move happening (five or more employees), please reach out to mainthotline@uwplatt.edu. Even with mass moves, it is required to have staff fill out the ITS Equipment Move Request to ensure that location information is updated in both TDX inventory and HRS. 

ITS has an Equipment Move Request within TDX which asks the user for information to determine where the employee is moving to and whether or not computer, monitors, phones, or printers are moving with the employee. One of the questions on the form asks if ITS assistance is needed with the equipment move. Answer Yes if so; otherwise, answer No and this will be treated as a self-move and self-reported location change. Either way, the information will be provided to the necessary offices to be updated.

Additional notes may be entered at the bottom of the form. Examples include: 

• The equipment has already been moved
• Any other information that may be helpful for ITS staff 

When this form is submitted, ITS notifies both HR and Facilities of the employee moving so each department can update their systems with the information. When the employee location is updated in WorkDay by HR staff, it will flow into the campus directory and dashboard for employee profiles which are visible on the public facing website.

Most importantly, the E911 location for the employee will be updated in the phone system in the case where 911 is dialed from that office phone, emergency services will go to the correct location.

HR has a form to track changes for office location called the Employee Office Information or Preferred Name Change Update Form in Qualtrics. However, if you fill out the ITS Equipment Move Request form, you will not need to submit this additional Qualtrics form.

When HR receives the TDX notification, staff update the employee’s location in Workday through a Job Change business process. This update then feeds into the campus directory and employee dashboard profiles.

Employees do have the ability to update their workspace location directly in Workday (as long as they remain within the same building). However, this action does not notify ITS, Facilities, or HR. For this reason, it is strongly recommended that you submit the ITS Equipment Move Request to ensure all appropriate departments are notified and systems are updated.