Property Control System Manual (PCS)

Effective: 3/1/1984

Revised: 7/1/2007

PCS 1102: Stolen Sponsor-Owned Equipment

Purpose

To ensure that principal investigators report the disappearance of equipment that has been purchased with sponsored funds

Sources

Property Control

Financial Services

Insurance Services

Policy

Principal investigators must report stolen equipment immediately to the ASU Police Department (ASU PD) so that a police report may be filed.

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 principal investigator notifies the ASU Police Department (ASU PD) of the stolen equipment.

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

Insurance Services:

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

   and

3. sends the form to Property Control.

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

The department sends a letter to Insurance Services to include 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.

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

Property Control verifies that the ASU PC# and serial number of the asset are on the PRA.

The sponsored property coordinator:

1. notes on the PRA that the equipment was sponsor funded
2. indicates the sponsored agency/org and capital object code to credit
3. retires the asset from the property control database
4. forwards a copy of the PRA form and Retirement Journal Voucher to Insurance Services
5. notifies the sponsor or administrative contracting officer that the equipment has been stolen

   and

6. files the PRA photocopy in a “PRA Claim Pending” file.

Upon receiving the reimbursement from the Arizona Department of Administration’s Risk Management and Safety Services Division, Insurance Services processes the reimbursement through Sponsored Projects Fiscal Management, noting the sponsored agency/org and capital object code (taken from the PRA) to credit.

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