Property Control System Manual (PCS)

Effective: 6/9/1986

Revised: 7/1/2008

PCS 1004–01: State/Local-Funded Equipment

Purpose

To ensure appropriate compensation to the university for equipment purchased, or partially purchased, with state/local funds

Sources

Arizona Constitution Article IX, § 7

Property Control

Applicability

Faculty or principal investigators transfering equipment

Policy

Transfer of equipment funded with state/local funds to non-State of Arizona agencies (e.g., private industry, out-of-state universities) may require reimbursement to the university for the equipment. Transfer of state/local-funded equipment to other state of Arizona agencies may not require reimbursement. Shipping and freight charges will be charged to the receiving entity or university.

Straight-line depreciation and/or fair market value of the equipment being transferred will determine compensation. However, at the discretion of the department chair or dean, a waiver of this calculation may be effected.

Faculty and staff wishing to purchase equipment for personal use must purchase the equipment from Surplus Property and Recycling. See PCS 1002–06, “University Employee Purchases.”

Procedure

The department prepares a Property Relocation Authorization (PRA) form listing property to be transferred and forwards the listing to Property Control.

The Property Control manager determines the residual value of the equipment using straight-line depreciation and provides residual value figure(s) on a spreadsheet to faculty or to the principal investigator.

The department forwards to Surplus Property (mail code 0508) a completed PRA form.

If the releasing department has a purchaser, the department lists the name, address, and contact information of the purchaser on the front of the PRA form. This information can be written or typed in any blank space on the PRA form, such as “Property Description.”

If a department rebate is appropriate, the department completes the CR Agency/Org column.

Surplus Property contacts and arranges with the purchaser for payment and freight and handling charge negotiations.

Note: Proceeds of sale in excess of $2,000, minus any shipping and handling charges, according to the rebate schedule (PCS 1002–01) will be returned to the department’s CR Agency/Org as noted on the PRA form.

Property Control removes ASU property control numbers from the equipment on the date the equipment is physically transferred from the university, and retires the equipment from the university’s property control system.

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