Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 201: Equipment Acquisition—General

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Purpose

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To define general guidelines for the acquisition of university-funded and sponsored-funded equipment

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Sources

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48 Code of Federal Regulations §§ 45 and 52
United States. Office of Management and Budget. OMB circulars A-21, attachment J, and A-110, attachment N
Arizona Board of Regents Policy Manual - 3-607
Property Control
Financial Services
Purchasing and Business Services

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Policy

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Individual departments may purchase equipment using state, local, sponsored, and agency funds. Equipment also may be acquired by gift, donation, or lease/purchase, or it may be furnished by the government. Regardless of the source of funds, all purchases must be made in accord with applicable federal and state law and Board of Regents’ and university policy.


Ways of Acquiring Ownership of Equipment

ASU may acquire ownership of equipment in several ways including, but not limited to, the following:

  1. purchase or fabrication of equipment using state, local, sponsored, or agency funds
  2. purchase or fabrication of equipment using federal or nonfederal sponsored funds for which the award document states that ASU retains title upon receipt of the equipment
  3. purchase or fabrication of equipment using federal or nonfederal sponsored funds for which equipment title is vested with the sponsor and subsequently transferred to ASU at the completion of the project
  4. donation of equipment from corporations, foundations (including the ASU Foundation), other institutions or entities, or individuals

    and

  5. lease/purchase of equipment after the lease/purchase option has been exercised.
    Note: Lease/purchase equipment is treated as university equipment when the first installment payment is made.

Ways of Acquiring Use of Equipment

ASU may acquire use of equipment by receiving the following:

  1. government-furnished equipment (GFE), with title vesting with the government
  2. loaned equipment, with title remaining with the property lender

    or

  3. purchased or fabricated equipment using federal or nonfederal sponsored funds for which equipment title remains vested with the sponsor.
Note: Disposal of non-ASU-titled equipment must be coordinated through the Property Control office.

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