[horizontal rule]

Effective: 3/1/1984

Revised: 3/1/2004

[horizontal rule]
[ASU logo] PCS 404: Identifying Vehicles

[horizontal rule]

Purpose
[horizontal rule]

To properly identify university- and sponsor-owned vehicles

[horizontal rule]

Sources
[horizontal rule]
Property Control
Financial Services
Facilities Management
Purchasing and Business Services

[horizontal rule]

Policy
[horizontal rule]
Tagging Vehicles Costing More than $5,000

To comply with federal and state requirements, ASU Property Control places an ASU property control number (ASU PC#) on all vehicles meeting the capital criteria promptly upon receipt.

Property Control identifies and tags vehicles received by the department within two weeks from the date of the receiver (RC). If the vehicle is not identified or tagged within two weeks, the department should contact Property Control.

The ASU PC# is affixed inside the driver side door or other visible locations. Vehicles are permanently identified by scribing the ASU PC# on the passenger side of the vehicle.

Retagging Vehicles

Vehicles costing more than $5,000 shall remain identified as university- or sponsor-owned equipment as long as they are owned by or otherwise in the custody, possession, or control of the university. Such marking and identification are removed or obliterated from a vehicle only when sold, disposed of, or scrapped. Should the ASU PC# number be accidentally or mistakenly obliterated, defaced, or removed, the vehicle is retagged using the identical ASU PC#.

Tagging Vehicles Costing Less than $5,000

Property Control does not identify or tag vehicles with an acquisition cost of less than $5,000. If the department has an interest in identifying and tagging vehicles 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 Vehicles

Vehicles that have not been properly identified and tagged with an ASU PC# may not be covered for insurance by ASU Insurance Services.

[horizontal rule]

ProcedureD
[horizontal rule]
Responsibility
Action
Fleet Service
  1. Receive the vehicle and verify that it is as specified and in good condition.
  2. Notify Purchasing and Business Services and Payables and Reimbursements immediately if a discrepancy exists between the order and the vehicle received.
  3. Forward the invoice to the department.
Department
  1. Enter a receiver online for the vehicle that was received.
If the department does not have online capability:
  1. Send 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 a vehicle.
Property Control
  1. Tag the vehicle and add it to the property control system.
If the vehicle is not tagged and identified within two weeks of the department performing an RC (receiver document):
Fleet Service
  1. Contact Property Control.
  2. Apply for title, registration, and plates with the Department of Motor Vehicles.
  3. Mark the vehicle with all necessary ASU logos.
When title, registration, and license plates are received:
  1. Apply license plates to the vehicle.
  2. Place a photocopy of the registration in the vehicle.
  3. File the original registration in the Fleet Service office.
  4. Forward the original title to Surplus Property and Recycling.
  5. Notify the department that the vehicle is ready for service.
endtable

[horizontal rule]

Cross-References
[horizontal rule]

For more information on services provided by Fleet Service, see the Facilities Management Policies and Procedures Manual—FAC 204, “Fleet Service/University Vehicle Policy.”

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 | Search manuals | PCS manual contact | Property Control Web site

 

Back to Top

Valid HTML 4.01 Transitional