Property Control System Manual (PCS)

Effective: 4/11/1985

Revised: 7/1/2012

PCS 1002–07: Temporary Warehouse Storage

Purpose

To keep track of capital equipment being stored or removed from storage

Source

Surplus Property

Policy

Capital equipment or other property not currently being used may be placed in warehouse storage at Surplus Property. Storage fees will be charged quarterly and departments are required to provide an agency/org on the Property Relocation Authorization (PRA) form at the time property is delivered for storage.

Procedures

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Moving Equipment to Temporary Warehouse Storage

The department with equipment to be stored:

1. completes a PRA form, checking the “Temporary Warehouse Storage” box in the “Activity” section

   Note: Forms are available in Property Control and Surplus Property

2. if an ASU Property Control number (PCN) exists, records the number
3. provides an agency/org in the “codes” area; one PRA form is required for each agency/org code
4. sends the signed PRA to Surplus Property for verification signatures

   and

5. retains the originating department copy.

Surplus Property signs the PRA, verifying equipment storage and that an agency/org code is printed on the form for quarterly billing purposes.

Note: Departments will be billed the first month of each quarter by the 15th for all property in storage on the first day of the current quarter. Billing months will be July, October, January, and April. Storage fees are assessed in advance; the current fee is $.80 per sq. ft. These rates are subject to change with the approval of the university Budget Office. Departments will be notified by memorandum of charges to be billed prior to the billing action.

Surplus Property coordinates with the department the relocation of equipment to temporary storage and obtains the releasing department’s signature before receiving the equipment.

If a PCN is affixed to the equipment, Surplus Property:

1. verifies it is on the PRA or writes it on the original

   and

2. updates Property Control records to reflect the new location.

If Facilities Management movers are needed, Surplus Property forwards the original and the remaining copies to Facilities Management.

Facilities Management:

1. coordinates the move with the department
2. obtains the releasing department signature before moving the equipment
3. moves the equipment to Surplus Property
4. approves the PRA upon completion of the move

   and

5. retains the Facilities Management copy.

If a PCN is affixed to the equipment, Surplus Property:

1. verifies that it is on the PRA or writes it on the original
2. signs the PRA upon completion of the move

   and

3. updates Property Control records to reflect the new location.

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Removing Equipment from Temporary Warehouse Storage

To remove equipment from storage, use the procedure in PCS 501, “Relocating Equipment within a Department.”

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