Property Control System Manual (PCS)

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Effective: 11/6/2012
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PCS Interim Posting Notice

Policy Summary of Change
PCS 1002–07

Temporary Warehouse Storage

Revision of Policy

Revised to update the procedure

 

Effective: 1/10/2013
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PCS Interim Posting Notice

Policy Summary of Change
PCS 001

Introduction

Revision of Policy

Revised to update terminology

PCS 004

Definitions

Revision of Policy

Revised to remove the definitions: “Addition,” “Building Retirement,” “Fixed Property (Building Fixtures),” “PRA,”and “Sensitive Property,”; to update the definitions: “Capital Equipment,” “Government-Furnished Equipment (GFE),” “Personal Property,” and “Retired”

PCS 005

Table of Exhibits

Deletion of Policy

PCS 101

Plant Acquisitions

Revision of Policy

Revised to to remove the “Fixed Property” category of plant acquisitions; to update the “Buildings” category of plant acquisitions

PCS 102

Equipment Acquisitions

Revision of Policy

Revised to update specifications of different types of equipment and special acquisitions; to update terminology; to add a cross-reference; to remove the exhibits

PCS 103

Remodeling and Other Building Costs

Revision of Policy

Revised to specify the object/sub-object codes for remodeling costs of less than $100,000

PCS 201

Equipment Acquisition—General

Revision of Policy

Revised to clarify that use of funds must meet federal, state, ABOR, and university criteria; to remove the policy section, “Equipment Acquisitions and Fabrications Exempt from Sales Tax”; to update the policy sections, “Ways of Acquiring Ownership of Equipment” and “Ways of Acquiring Use of Equipment”

PCS 202

Purchased Equipment

Revision of Policy

Revised to remove the exception for “vehicles” from applicability; to remove the policy section, “Obtaining Approval for the Purchase of Used Equipment”; to update the policy sections, “Equipment Acquisitions and Fabrications Exempt from Sales Tax” and “Equipment Purchased with Sponsored Funds”; to remove the procedure section, “Equipment Costing More than $5,000 and Less than or Equal to $20,000”

PCS 203

Fabricated Equipment

Revision of Policy

Revised to update a source; to update the tagging requirements for fabricated equipment and the list of fabricated items exempt from sales tax requirements; to clarify roles of the department in the procedure; to provide an expense code for completed fabrications that do not meet the capitalization threshold requirement

PCS 204

Government-Furnished Equipment

Revision of Policy

Revised to update terminology throughout; to clarify the role of the sponsored property coordinator in the procedure

PCS 205

Acquisition of Vehicles

Deletion of Policy

PCS 207

Transfers of Equipment to the University

Revision of Policy

Revised to update the terminology in the procedure; to add a cross-reference

PCS 211

Lease/Purchase Equipment

Revision of Policy

Revised to update the policy section, “Equipment Acquisitions and Fabrications Exempt from Sales Tax”; to clarify the role of Purchasing and Business Services in the procedure

PCS 212

Leased Equipment

Revision of Policy

Revised to clarify that ASU does not assume responsibility for leased or rented equipment and that such equipment is the responsibility of the lessor, unless otherwise stated in the contract; to remove the Definition of “Lease”

PCS 215

Land/Building Purchase and New Building Construction

Revision of Policy

Revised to remove redundant object code from policy language; to update a department name in the procedure

PCS 216

Sensitive Property

Revision of Policy

Revised to restructure policy to emphasize the need for proper control and security for sensitive property; to update the contact information for EH&S

PCS 301

Equipment Control Requirements at Subcontractor Facilities

Revision of Policy

Revised to clarify the role of Property Control with respect to surveys at subcontractor facilities

PCS 401

Identifying Purchased Equipment

Revision of Policy

Revised to clarify roles and requirements in tagging capital and non-capital equipment; to remove the procedure

PCS 402

Identifying Fabricated Equipment

Deletion of Policy

PCS 403

Receiving Government-Furnished Equipment

Revision of Policy

Revised to update the terminology in the procedure

PCS 404

Identifying Vehicles

Deletion of Policy

PCS 405

Receiving Gifts and Donations

Revision of Policy

Revised to update the terminology in the procedure

PCS 406

Transferring Equipment to ASU

Revision of Policy

Revised to specify that Property Control must be notified of transferred equipment and that the university holds title to the transferred equipment; to clarify the roles of the receiving department and Property Control in the procedure

PCS 408

Receiving Lease/Purchase Equipment

Revision of Policy

Revised to remove redundancy and to clarify record-keeping steps in the procedure; to update the terminology throughout

PCS 409

Receiving Loaned Equipment

Revision of Policy

Revised to clarify that Purchasing and Business Services is the receiver of the Equipment on Loan or Demonstration forms; to update the terminology in the procedure

PCS 410

Returning Equipment to Vendors

Revision of Policy

Revised to specify that returns are for “reimbursement, repair, or replacement” in the purpose and policy; to add the process for returning equipment for reimbursement; to clarify the roles of departments and Property Control; to update the terminology in the procedure

PCS 502

Transferring Equipment between Departments at Zero Cost

Revision of Policy

Revised to clarify names of Property Control online systems

PCS 505

Off-Campus Use of Equipment

Revision of Policy

Revised to clarify that all equipment being removed is subject to Property Control rules and regulations, which includes proper tagging and use of the Off-Campus Use of Equipment Authorization form; to clarify roles within units/areas; to update the terminology

PCS 506

Off-Campus Loans of Equipment to Agencies

Revision of Policy

Revised to clarify that all equipment being removed is subject to Property Control rules and regulations, which includes proper tagging and use of the Off-Campus Use of Equipment Authorization form; to clarify roles within units/areas; to update the terminology

PCS 601–01

Identifying Inventoriable Equipment

Revision of Policy

Revised to update the terminology in the policy

PCS 601–02

Performing Physical Inventories

Revision of Policy

Revised to clarify the roles of departments and Property Control in the inventory process; to update the terminology

PCS 601–03

Departmental Responsibilities for Inventories

Revision of Policy

Revised to clarify roles of departments; to state that financial penalties for excessive missing property may be leveraged; to add a cross-reference

PCS 601–04

Retiring Missing Assets

Revision of Policy

Revised to update the sources; to specify under what conditions missing assets may be retired; to state that financial penalties for excessive missing property may be leveraged

PCS 602–03

Performing Periodic Physical Inventories for Sponsors

Revision of Policy

Revised to clarify the roles of sponsoring agency and Property Control in the procedure; to update the terminology

PCS 602–04

Principal Investigator’s Responsibilities for Inventories

Revision of Policy

Revised to clarify the role of the principal investigator in the procedure

PCS 602–06

Off-Site Inventories of Sponsor-Owned Property

Revision of Policy

Revised to update the title; to update the inventory timeframe from “every two years” to ”annually“; to update the language throughout to reflect the title change

PCS 701

Records Maintained by Property Control

Revision of Policy

Revised to update the list of records maintained by Property Control

PCS 702

Retention of Property Records

Revision of Policy

Revised to update the records retention table

PCS 703

Records Storage and Destruction

Revision of Policy

Revised to remove the exhibits throughout

PCS 801

Maintenance of Equipment

Revision of Policy

Revised to update the title; to update the language throughout to reflect the title change

PCS 802

Security of Equipment

Revision of Policy

Revised to update the title; to update the language throughout to reflect the title change

PCS 901

Dispersal of Idle/Surplus Equipment

Revision of Policy

Revised to clarify name of online system; to clarify the correct contact when the process involves sponsor-owned property

PCS 902

Personal Use of University Equipment

Revision of Policy

Revised to clarify details with respect to permissible use of university-owned equipment

PCS 1002–01

Surplus Property—General

Revision of Policy

Revised to update the source and the cross-references

PCS 1002–02

Disposal of Equipment to Surplus Property

Revision of Policy

Revised to clarify how ASU-owned, versus sponsor-owned, property may be disposed of; to update the responsibilities of departments and Surplus Property; to clarify that delivery by Surplus Property is available for ASU West campus

PCS 1002–03

Redistribution of Equipment to University Departments

Revision of Policy

Revised to update the sources; to remove Property Control responsibilities from the procedure

PCS 1002–05

Disposal of Hazardous Materials

Revision of Policy

Revised to remove a source

PCS 1002–06

University Employee Purchases

Revision of Policy

Revised to remove a source; to update the exception to the rule for Property Control and Surplus Property staff in the applicability; to clarify the role of Surplus Property in the procedure

PCS 1002–07

Temporary Warehouse Storage

Revision of Policy

Revised to remove the exhibit

PCS 1002–08

Sponsor-Titled Equipment

Revision of Policy

Revised to update the title; to clarify the roles of the principle investigator and the sponsored property coordinator in the procedure; to update the language throughout to reflect the change in title

PCS 1002–09

Off-Site Surplus Property Sealed Bid Sales

Revision of Policy

Revised to remove a source; to update the acceptable methods of payment; to update the bid process in the procedure; to remove the exhibits

PCS 1004–01

Transfer of State/Local-Funded Equipment to Other Universities

Revision of Policy

Revised to remove a source; to update the applicability from “faculty or PI” to “university employees”; to update language throughout to reflect applicability; to clarify the roles of the departments and Property Control in the procedure

PCS 1004–02

Transfer of ASU-Owned Research Equipment to Other Universities

Revision of Policy

Revised to update the title; to specify “federally funded” equipment in the purpose; remove a source; to update the applicability from “faculty or PI” to “university employees” and to remove the property title designation “1 or 5”; to update language throughout to reflect purpose and applicability; to clarify the roles of all involved parties in the procedure

PCS 1004–03

Transfer of Sponsor-Titled Equipment

Revision of Policy

Revised to update the title; to update the sources; to update the applicability from “faculty or PI” to “university employees”; to clarify the roles of the departments and Property Control in the procedure

PCS 1005

Cannibalizing Equipment

Revision of Policy

Revised to update the title; to update the sources; to clarify the roles of departments and Property Control in the procedure; to update the terminology throughout

PCS 1006

Trade-In of Equipment

Revision of Policy

Revised to update the sources; to clarify differences between university-owned and sponsor-owned equipment; to clarify the roles of departments and Property Control in the procedure

PCS 1007

Return of Equipment Loaned to ASU

Revision of Policy

Revised to update the sources; to clarify the roles of the departments and Property Control throughout; to update the terminology

PCS 1008

Building Retirements

Revision of Policy

Revised to remove a source; to clarify the roles of the Property Control and Facilities Management throughout; to update the terminology

PCS 1009

Sale of University Property to a Retiring or Exiting University Employee

Revision of Policy

Revised to add a source; to add a “Policy” section for clarification that retiring/exiting employees may purchase equipment; to clarify the roles of all involved parties in the procedure

PCS 1101

Stolen University-Owned Equipment

Revision of Policy

Revised to clarify the roles of the departments and Property Control and to update the terminology in the procedure; to add a cross-reference

PCS 1102

Stolen Sponsor-Owned Equipment

Revision of Policy

Revised to update the purpose to include property that is also “furnished by the sponsor”; to clarify the roles of the departments and Property Control in the procedure; to add a cross-reference

PCS 1201

Reporting Schedule for Government-Owned Property

Revision of Policy

Revised to clarify the policy language; to update the government inventory schedule table; to clarify the role of the sponsored property coordinator in the procedure

PCS 1202

Property Closeout for a Completed Contract/Grant

Revision of Policy

Revised to update the policy number from PCS 1301; to clarify the role of the sponsored property coordinator in the procedure; to update the terminology

PCS 1301

Property Closeout for a Completed Contract/Grant

Renumbering of Policy

Revised to update policy number to PCS 1202

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