Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 901: Dispersal of Idle/Surplus Equipment

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Purpose

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To identify idle or surplus equipment

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Sources

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48 Code of Federal Regulations § 45
Property Control

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Policy

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Idle or surplus ASU-owned property should be made available to other university units by using the SunSET system or sent to Surplus Property by using the SPMS system. For sponsor-owned property, contact the sponsored property coordinator in Property Control.

Departments should identify such equipment and, if the property is determined to be of no use to another department, send it to Surplus Property. Surplus Property is responsible for facilitating the transfer of the equipment to another department or making it available for public sale.

The university cannot donate property to any organization. However, the manager of Surplus Property may discount the usual selling price of certain designated surplus items by up to 50 percent for sale to tax-exempt organizations that further the university’s mission of education, research, and service. Organizations determined by the Internal Revenue Service to be tax-exempt that further the university’s mission of education, research, and service may make a request to the manager of Surplus Property for receipt of surplus property at a discounted price. A university department interested in this type of exchange may address their request to the manager of Surplus Property, stating the property involved and the name of the receiving tax-exempt organization. The nonmonetary consideration received by the university from the receiving organization is documented as part of the transaction record.

Property Control is responsible for removing equipment from university records sale or disposal (see PCS 1002–02, “Disposal of Equipment to Surplus Property,” for procedures in dispersal of surplus equipment).

Note: It is the responsibility of the releasing department to remove licensed software from computers prior to transferring them to Surplus Property.

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Procedure

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Forward idle or surplus equipment to Surplus Property for temporary warehouse storage or disposal.

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Cross-References

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For a detailed procedure on equipment disposal, see PCS 1002–02, “Disposal of Equipment to Surplus Property.”

For a detailed procedure on equipment storage, see PCS 1002–07, “Temporary Warehouse Storage.”

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