Property Control System Manual (PCS)

Effective: 3/1/1984

Revised: 7/1/2007

PCS 1101: Stolen University-Owned Equipment

Purpose

To ensure that university departments follow the necessary procedures in reporting stolen equipment purchased with state or local funds

Sources

Property Control

Financial Services

Insurance Services

Policy

Departmental personnel must report stolen equipment immediately to the ASU Police Department (ASU PD) so that a police report may be prepared.

Note:

The Arizona Department of Administration’s Risk Management Division will not reimburse for mysterious disappearances, inventory shortages, obsolescence, and non-serviceability of capital equipment.

Procedure

The department notifies the ASU Police Department (ASU PD) of the stolen equipment.

The ASU Police Department prepares a police report detailing the incident and records the ASU property control number (ASU PC#) on the police report.

The department:

1. completes a Property Relocation Authorization (PRA) form for the stolen equipment
2. writes “Insurance Services Claim” in the “Reason/Comments” field
3. sends the form to Property Control

   Note: If no PRA is on file, the department’s claim will not be processed.

   and

4. sends a letter to Insurance Services that includes the following:
   
   1. a photocopy of the PRA form (signed by Property Control)
   2. the police report number
   3. a photocopy of the original purchase order of the equipment stolen
   4. the agency/org and object code to which the Insurance Services reimbursement will be deposited

      and

   5. a description of the theft.

      Note: For additional supporting documentation of the purchase or for equipment database searches, contact Property Control.

Property Control:

1. verifies that the ASU PC# and serial number of the asset are on the PRA
2. retires the asset from the property control database

   and

3. forwards a copy of the PRA form and Retirement Journal Voucher to Insurance Services.

Insurance Services processes the claim for reimbursement through the Arizona Department of Administration’s Risk Management Division.

Upon receiving the reimbursement from the Arizona Department of Administration’s Risk Management Division, Insurance Services:

1. contacts the department for an agency/org and capital object code in which to deposit the reimbursement

   and

2. processes the reimbursement.

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