Property Control System Manual (PCS)

Effective: 4/11/1985

Revised: 3/1/2004

PCS 501: Relocating Equipment within a Department

Purpose

To keep track of capital equipment relocated within the same department

Source

Property Control

Policy

Departments moving capital equipment from building to building or from room to room (an intradepartment transfer) are required to complete a Property Relocation Authorization (PRA) form. For large quantity transfers, Property Control may authorize an attachment to the PRA listing the capital equipment being relocated. Alternately, department personnel may use the online PRA form to relocate equipment. For more information, contact Property Control at property-q@asu.edu.

Procedure

The department:

1. completes a Property Relocation Authorization (PRA) form (see PCS 501A), checking the “Intradepartment movement” box in the “Activity” section
2. records the ASU property control number, if one exists, on the PRA

   Note: Forms are available in Property Control.

3. forwards the signed PRA to Property Control for verification signatures

   and

4. retains the originating department copy.

Property Control signs the PRA, verifying relocation within the department, and retains the Property Control copy for departmental files.

If the Department of Facilities Management movers are not needed, Property Control updates records with the new location of the asset(s).

If the Department of Facilities Management movers are needed, Property Control forwards the original and the remaining copies to the Department of Facilities Management.

The Department of Facilities Management verifies that the numbers are correctly entered on the PRA or, if missing, writes them on the original (Property Control).

If ASU property control numbers are affixed to the equipment, the Department of Facilities Management:

1. relocates the equipment for the requesting department
2. signs the PRA upon completion of the move

   and

3. forwards the original to Property Control.

Property Control:

1. matches the original with the PRA copy previously signed by the department
2. reviews the original and the copy for changes

   and

3. updates Property Control records.

Exhibit

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PCS 501A, Property Relocation Authorization form

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