PCS 407: Receiving Equipment from the State Surplus Program

To properly receive and identify state and federal surplus equipment from the Arizona Department of Administration’s Surplus Property Management Office

Property Control

Purchasing and Business Services

ASU personnel may receive surplus state and federal equipment from the Arizona Department of Administration’s Surplus Property Management Office for university and sponsored use.

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

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

The ASU PC# is applied to the unit unless the unit’s 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 the inventory process. Capital equipment is identified by scribing the ASU PC# next to the serial number.

Retagging State Surplus Capital Equipment

Capital equipment shall remain identified as university- or sponsor-owned equipment as long as it is owned by or otherwise 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 and tagging 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.

For more information on receiving used equipment, see the Purchasing and Business Services Policies and Procedures Manual—PUR 401–05, “Used Equipment.”

For more information on receiving equipment, see policies in the Purchasing and Business Services Policies and Procedures Manual—PUR 601, “Receipt.”

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