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Effective: 1/27/1993

Revised: 3/1/2003

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[ASU logo] PCS 410: Returning Equipment to Vendors

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

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Sources
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Property Control
Financial Services
Purchasing and Business Services

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

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ProcedureD
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Responsibility
Action
Department
  1. Complete a Temporary Off-Campus Loan of Equipment form for the equipment being returned for repair or replacement.
    Note: Forms are available in Property Control.
  2. Forward the top portion of the Temporary Off-Campus Loan of Equipment form to Property Control and keep the bottom portion until the equipment is returned.
Property Control
  1. Update the location of the equipment to reflect “Returned to Vendor” in the property control system.
When the equipment is returned:
Department
  1. Make 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:
  1. Contact Property Control to get a duplicate ASU PC# made.
  2. Contact the vendor and ask that the old tag on the replaced equipment be destroyed.
  3. Complete the bottom portion of the Temporary Off-Campus Loan of Equipment form and forward it to Property Control.
Property Control
  1. Update the notes and location fields to reflect the returned equipment in the property control system.
If the equipment is new:
  1. Record new information (e.g., serial number) on the property control system.
endtable

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Cross-References
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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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