Property Control System Manual (PCS)

Effective: 1/27/1993

Revised: 2/1/2000

PCS 506: Off-Campus Loans of Equipment to Agencies

Purpose

To control off-campus loans to agencies of university- and sponsor-owned equipment

Source

Property Control

Applicability

All moveable university- and sponsor-owned equipment having been assigned an ASU property control number (ASU PC#)

Policy

Equipment may be loaned off campus to state or non-state agencies only if it is to be used at the agency for university or sponsored purposes (unless it can be demonstrated that the university would benefit from the loan) or used by a subcontractor.

Removal of Equipment from Campus

Equipment may be removed from the university premises only for university or sponsored project use. It may not be removed for personal use. There are no exceptions. Temporary off-campus loans may not exceed two years in duration and must be renewed biannually.

Procedures

Removing Equipment from Campus

The department removing equipment:

1. completes a Temporary Off-Campus Loan of Equipment form

   Note: Forms are also available in Property Control or on the Property Control Web page.

   and

2. sends the completed and signed form to the department chair, dean, director, or designee, as appropriate, for approval before moving the equipment off campus.

The department chair, dean, director, or designee:

1. approves and signs the Temporary Off-Campus Loan of Equipment form
2. photocopies the approved form
3. retains the photocopy for department files

   and

4. sends the original to the faculty or staff member.

The faculty or staff member verifies that the loaned equipment has an ASU property control number (ASU PC#) affixed.

If the equipment has been acquired recently and does not have an ASU PC#, the faculty or staff member contacts Property Control before removing the equipment from campus. Property Control tags the equipment and adds it to the property control system.

Note: Moving university- or sponsor-owned capital equipment off campus without an ASU PC# is prohibited.

Once the equipment has an ASU PC#, the faculty or staff member:

1. photocopies the approved form
2. keeps the photocopy with the equipment being loaned

   and

3. forwards the original to Property Control.

Property Control records the temporary location of the capital equipment. If government-owned equipment is being sent off campus, Property Control verifies the delivery of the equipment by receiving written confirmation of delivery.

Returning Loaned Equipment

The faculty or staff member:

1. returns the loaned equipment to its permanent location on or before the return due date
2. completes the bottom portion of Temporary Off-Campus Loan of Equipment form
3. obtains the appropriate signature of the department chair, dean, director, or designee at the bottom of the form

   and

4. forwards a photocopy of the bottom portion of the form to Property Control.

Property Control records the new location of capital equipment and updates the property control system.

  skip navigation bar

---

PCS manual | ASU policies and procedures manuals | Index of Policies by Title | PCS manual contact | Property Control Web site

Back to Top