Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 601–02: Performing Physical Inventories

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Purpose

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To properly inventory capital equipment

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Sources

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48 Code of Federal Regulations § 45
United States. Office of Management and Budget. OMB circulars A-21 and A-110
Property Control

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Policy

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ASU is required by the Board of Regents and the federal government to perform a physical inventory of all capital equipment every two years. Property Control conducts inventories by buildings every two years using barcode scanners. As buildings are scheduled for inventory, departments are notified by e-mail of the inventory start date. When the inventory cycle is complete, departments receive a report of property that was not found. Departmental personnel will indicate what they have found and what they wish to retire with supporting documentation.

Locating Equipment Having Dummy Numbers

Equipment that is difficult or impossible to tag may be assigned a “dummy ASU Property Control number (PCN)” beginning with a “9” (e.g., 9003564), rather than be tagged with a PCN. These dummy numbers, however, cannot be scanned with a barcode scanner.

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Procedure

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  1. Department heads and inventory coordinators are notified by e-mail of the inventory start date as buildings are scheduled for inventory.
  2. Property Control employees are deployed with barcode scanners and building inventory lists.
  3. Property Control updates inventory records as assets are located.
  4. After the inventory cycle is complete, listings of any assets not found by Property Control during the building scans are forwarded to affected departments.
  5. Departments locate the missing assets, or otherwise determine the status/circumstance(s), and notify Property Control. If the assets cannot be found, the department must determine which such assets should be retired.
  6. After receiving the updates, Property Control verifies any found assets and updates the Property Control database.

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