PCS 401: Identifying Purchased Equipment

To properly identify equipment purchased by the university

Property Control

Financial Services

Purchasing and Business Services

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#.

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.

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.

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

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