Property Control System Manual (PCS)

Effective: 1/27/1993

Revised: 7/1/2012

PCS 410: Returning Equipment to Vendors

Purpose

To control the return of equipment to vendors for reimbursement, repair, or replacement

Sources

Property Control

Financial Services

Purchasing and Business Services

Policy

University personnel returning equipment to vendors for reimbursement, repair, or replacement must coordinate the return with Property Control.

Procedure

If the equipment is being returned for reimbursement:

1. the department notifies Property Control of the item being returned

   and

2. Property Control removes the asset from the Property Control database.

If the equipment is being returned for repair or replacement, the department:

1. completes an Off-Campus Use of Equipment Authorization form for the equipment
2. sends a copy of the Off-Campus Use of Equipment Authorization form to Property Control

   and

3. retains a copy of the form until the equipment is returned.

Property Control annotates the asset record to reflect “Returned to Vendor” in the Property Control database. When the equipment is returned, the department:

1. ensures that the same ASU Property Control number (PCN) is still affixed to the equipment

   If the vendor replaces the equipment, the department:

   1. contacts Property Control to get a duplicate PCN made
   2. contacts the vendor and asks that the old tag on the replaced equipment be destroyed
   
   

   and

2. completes the bottom portion of the Off-Campus Use of Equipment Authorization form and forwards it to Property Control.

Property Control updates the asset record to reflect the returned equipment in the Property Control database. If the equipment has been replaced, the new information is recorded (e.g., serial number) in the Property Control database.

Cross-References

For more information on damaged equipment delivered to the university, see the Purchasing and Business Services Policies and Procedures Manual:

1. PUR 601–02, “Damaged, Short, Missing, or Duplicate Shipments”

   and

2. PUR 601–03, “Return of Merchandise.”

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