Property Control System Manual (PCS)

Effective: 6/9/1986

Revised: 7/1/2008

PCS 1002–08: Sponsor-Acquired, ASU-Titled Equipment

Purpose

To ensure that appropriate approvals are obtained for the proper transfer or sale of sponsor-acquired, ASU-titled equipment on active or inactive grants or contracts in accordance with federal and university requirements

Sources

United States. Office of Management and Budget. OMB circulars A-21 and A-110

Federal Acquisition Regulation § 45.6

Arizona Constitution Article IX, § 7

Property Control

Policy

When sponsor-acquired, ASU-titled equipment is deemed surplus, the following disposition regulations must be followed in this order:

1. The original project or program must make equipment available to the same federal agency.
2. The original project or program must make equipment available to other federal agencies.
3. If federal participation is less than $5,000, ASU may sell the equipment and retain the proceeds.

   and

4. If the unit acquisition cost of the federal participation is $5,000 or more, ASU must provide compensation to the original federal sponsoring agency or its successor if equipment is sold.

Procedures

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If Federal Participation in the Equipment Is Less than $5,000

The department:

1. prepares a Property Relocation Authorization (PRA) form for the property being salvaged
2. sends the PRA to Surplus Property

   and

3. proceeds with PCS 1002–02, “Disposal of Equipment to Surplus Property.”

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If Federal Participation in the Equipment Is $5,000 or More

The department prepares a Property Relocation Authorization (PRA) form for the property being salvaged and sends the PRA to Surplus Property.

Surplus Property contacts the sponsored property coordinator for disposition instructions.

The sponsored property coordinator requests disposition instructions from the sponsoring agency.

Surplus Property:

1. processes the PRA form
2. moves the equipment to Surplus Property, if disposition instructions are not received within 120 calendar days.
3. coordinates the sale of equipment
4. deducts $500 or 10 percent of the proceeds, whichever is less, for administrative expenses

   and

5. notifies the sponsored property coordinator of the proceeds remaining to be credited to the federal agency.

The sponsored property coordinator informs Surplus Property of the agency/org to be credited.

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