Property Control System Manual (PCS)

Effective: 3/1/1984

Revised: 7/1/2012

PCS 403: Receiving Government-Furnished Equipment

Purpose

To properly receive and record government-furnished equipment (GFE)

Sources

Federal Acquisition Regulation § 45.502-1

Property Control

Purchasing and Business Services

Applicability

Principal investigators on government and sponsored grants and contracts

Policy

The principal investigator (PI) is responsible for receiving and inspecting government-furnished equipment (GFE). Upon the receipt of GFE, the PI shall immediately ensure that the quantity, description, and condition of the equipment are recorded accurately and report it to the sponsored property coordinator at ASU.

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Responsibility for Losses

The university property control records, or certified copies thereof, shall be considered the government’s official property records unless an exception has been authorized in the contract. The university shall establish and maintain adequate property control records for all GFE, including equipment provided to and in the possession or control of a subcontractor.

Procedure

The Principal Investigator (PI) ensures that the quantity, description, and condition of the government-furnished equipment (GFE) is recorded accurately.

If overages, shortages, or damages are discovered, the PI:

1. provides a statement of the condition and apparent causes on the reverse side of the government shipper document

   and

2. forwards the government shipper document to the sponsored property coordinator as notification that the GFE has been received.

The sponsored property coordinator works with the PI and the appropriate government/sponsoring agency to attain an adequate solution.

If overages, shortages, or damages are not discovered, the PI provides the required receipt to the government/sponsor indicating that the shipment of GFE has been received and is in good condition.

The sponsored property coordinator tags the GFE with a yellow ASU Property Control tag and appropriate government tags and adds it to the Property Control database.

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