Property Control System Manual (PCS)

Effective: 1/27/1993

Revised: 3/1/2010

PCS 410: Returning Equipment to Vendors

Purpose

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

Sources

Property Control

Financial Services

Purchasing and Business Services

Policy

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

Procedure

The department:

1. completes a Temporary Off-Campus Loan of Equipment form for the equipment being returned for repair or replacement
2. forwards the top portion of the Temporary Off-Campus Loan of Equipment form to Property Control

   and

3. keeps the bottom portion until the equipment is returned.

Property Control updates the location of the equipment to reflect “Returned to Vendor” in the property control system. When the equipment is returned, the department makes sure that the same ASU property control number (ASU PC#) is still affixed to the equipment.

Note: On occasion the vendor replaces equipment with a new piece of equipment.

If the vendor has replaced the equipment, the department:

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

   and

3. completes the bottom portion of the Temporary Off-Campus Loan of Equipment form and forwards it to Property Control.

Property Control updates the notes and location fields to reflect the returned equipment in the property control system. If the equipment is new, the new information is recorded (e.g., serial number) on the property control system.

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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