Property Control System Manual (PCS)

Effective: 4/11/1985

Revised: 3/1/2004

PCS 502: Transferring Equipment between Departments at Zero Cost

Purpose

To keep track of capital equipment transferred between university departments

Source

Property Control

Policy

Individuals desiring to transfer capital equipment between departments must prepare a Property Relocation Authorization (PRA) form. For large quantity transfers, Property Control may authorize an attachment to the PRA listing the capital equipment being transferred. Alternately, department personnel may use the online PRA form to transfer equipment. For more information, contact Property Control at property-q@asu.edu.

Note:

This policy is not related to Internal Purchase Orders.

Procedure

The department relinquishing equipment:

1. completes a Property Relocation Authorization (PRA) form (see PCS 501A)

   Note: Forms are available in Property Control.

2. records the ASU property control number (ASU PC#), if one exists
3. obtains the approval of both the releasing and receiving departments

   and

4. sends the PRA to Property Control.

If Department of Facilities Management movers are not needed, Property Control updates its records to reflect the new custodial unit, location, and other pertinent data.

If Department of Facilities Management movers are needed, Property Control retains its copy for departmental files and forwards the original and the remaining copies to the Department of Facilities Management.

The Department of Facilities Management verifies that the numbers are on the PRA or writes them on the original.

If ASU PC#s 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 copy previously signed by the department
2. reviews the original and the copy for changes
3. reconciles discrepancies with the Department of Facilities Management

   and

4. updates Property Control records to reflect the new custodial unit, location, and other pertinent data.

Cross-Reference

For more information on interdepartment acquisitions, see PCS 210, “Interdepartment Acquisition of Used Equipment.”

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