Property Control System Manual (PCS)

Effective: 1/27/1993

Revised: 3/1/2004

PCS 602–05: Inventories under a New Department Head

Purpose

To define a procedure for inventorying departmental equipment when a new department chair, dean, director, or designee is appointed

Source

Property Control

Policy

Property Control requires a physical inventory be performed by departmental personnel when a new department chair, dean, director, or designee is appointed.

Exception

The majority of inventoriable equipment is tagged with an ASU property control number (ASU PC#). Inventoriable equipment that is difficult or impossible to tag may be assigned a “dummy ASU PC#” beginning with a “9” (e.g., 9003564). These numbers cannot be scanned with a bar code scanner; therefore, they will be present on each “Not Found” report, and the department will need to locate them.

Procedure

Property Control sends a department inventory listing of all capital equipment to the new department chair, dean, director, or designee, who then performs a physical inventory of the equipment listing provided by Property Control.

If the equipment is found in the location indicated on the report, the “Found” column next to the ASU property control number (ASU PC#) is checked.

If the equipment is found in a different building and/or room than indicated on the report, the department chair, dean, director, or designee:

1. checks the “Found” column next to the ASU PC#
2. draws a line through the old building and/or room number and writes in the new building and/or room number

   and

3. corrects any other discrepancies on the report (e.g., description, serial number, model number).

If the equipment is not found, the “Not Found” column next to the ASU PC# is checked. Property Control records “Not Found” equipment in the Missing Inventory Status (MIS).

Note: This equipment remains in MIS for four years, then is reviewed for final disposition. It no longer shows up on the department inventory but remains on the property control system. However, equipment coded as “Not Found” may be found in future inventories. Departments are notified when this occurs.

If the equipment should be deleted from the report, the department chair, dean, director, or designee checks the “Delete” column next to the ASU PC# and retains a photocopy of the inventory report for department files.

Within 30 days of the date of the “Not Found” report, the department chair, dean, director, or designee forwards the original “Not Found” report to Property Control for processing.

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