Property Control System Manual (PCS)

[horizontal rule]

Effective: 3/1/1984

Revised: 7/1/2012

[horizontal rule]
[ASU logo]

PCS 1102: Stolen Sponsor-Owned Equipment

[horizontal rule]

Purpose

[horizontal rule]

To ensure that departments report the disappearance of equipment that has been purchased with sponsored funds or furnished by the sponsor

[horizontal rule]

Sources

[horizontal rule]

Property Control
Financial Services
Insurance Services

[horizontal rule]

Policy

[horizontal rule]

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

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.

[horizontal rule]

Procedure

[horizontal rule]

The principal investigator notifies ASU PD of the theft.

ASU PD performs an investigation and prepares a police report detailing the incident and records the ASU Property Control number (PCN) on the police report, if applicable.

The department completes a Loss Report for the stolen equipment and sends the form and a copy of the police report to Insurance Services.

Insurance Services processes the claim for reimbursement through the Arizona Department of Administration’s Risk Management Division and sends a copy of the documentation to Property Control.

Property Control verifies that the PCN and serial number of the asset(s) are on the Loss Report.

Property Control:

  1. retires the asset(s) from the Property Control database
  2. notifies the sponsor or administrative contracting officer that the equipment has been stolen

    and

  3. completes and submits a Loss, Damage, Destruction, or Theft form, if required, by the sponsor.

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 to credit.

[horizontal rule]

Cross-Reference

[horizontal rule]

For more information about property-loss insurance and property claims, Environmental Health & Safety Policies and Procedures Manual (EHS)—EHS 705–01, “University Property Loss Insurance Recovery—Property Claims.”

  skip navigation bar


PCS manual | ASU policies and procedures manuals | Index of Policies by Title | PCS manual contact | Property Control Web site

Back to Top

Valid HTML 4.01 Transitional