Property Control System Manual (PCS)

Effective: 3/1/1984

Revised: 3/1/2004

PCS 401: Identifying Purchased Equipment

Purpose

To properly identify equipment purchased by the university

Sources

Property Control

Financial Services

Purchasing and Business Services

Policy

---

Tagging Capital Equipment

To comply with federal and state requirements, ASU Property Control places an ASU property control number (ASU PC#) and/or government property property control number on all capital equipment promptly upon receipt.

Property Control identifies and tags equipment received by the department within two weeks from the date of receipt. If capital equipment is not tagged or identified within two weeks of processing a receiver document online, the department receiving the equipment should contact Property Control. Sometimes delays in tagging may be due to locked doors and professors not being available.

The ASU PC# is applied to the capital equipment unless the size or nature makes it impractical. The ASU PC# is affixed to the front, or near the front, to be seen easily and to aid in the inventory process. Most capital equipment is permanently identified by scribing the ASU PC# next to the serial number.

If government furnished property is being received, appropriate government tags will be placed on the equipment. Please refer to PCS 403, “Receiving Government-Furnished Equipment.”

Retagging Capital Equipment

Capital equipment remains identified as university- or sponsor-owned equipment as long as it is in the custody, possession, or control of the university. Such marking and identification are removed or obliterated from the equipment only when sold, disposed of, or scrapped. Should the ASU PC# accidentally or mistakenly be obliterated, defaced, or removed, the equipment is retagged using the identical ASU PC#.

---

Tagging Noncapital Equipment

Property Control does not identify or tag equipment with an acquisition cost of less than $5,000. If the department has an interest in identifying, tagging, and tracking equipment costing less than $5,000, the department may use identification labels available from ASU Property Control. Also, the department may use Property Control’s Web site to add noncapital property to the database. For more information, e-mail Property Control at property-q@asu.edu.

---

Insurance Coverage for Equipment

Equipment that has not been properly identified and tagged with an ASU PC# may not be covered for insurance by ASU Insurance Services. Therefore, the department should contact Property Control if the capital asset has not been tagged within two weeks of being received.

Procedure

The department receiving equipment:

1. verifies that the equipment is as specified and in good condition
2. notifies Purchasing and Business Services and Payables and Reimbursements immediately of any discrepancy in equipment received

   and

3. enters a receiver document (RC) online for the equipment.

If the department does not have online capability, the department receiving equipment sends a memo to Payables and Reimbursements. The memo should state the purchase order number, line number, quantity received, and whether the shipment is full or partial.

Note: Departments must input an RC or notify Payables and Reimbursements within two working days of receipt of equipment.

Property Control tags the equipment and adds it to the property control system. If the equipment is not identified and tagged within two weeks of performing an RC, the department receiving equipment should contact Property Control.

Cross-Reference

For more information on receiving equipment, see the Purchasing and Business Services Policies and Procedures Manual—PUR 601–01, “Reporting Receipt of Merchandise.”

  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