Property Control System Manual (PCS)

PCS Manual Revision NoticeD

Introduction

Revised to update terminology

Definitions

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”

Table of Exhibits

Plant Acquisitions

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

Equipment Acquisitions

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

Remodeling and Other Building Costs

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

Equipment Acquisition—General

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”

Purchased Equipment

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”

Fabricated Equipment

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

Government-Furnished Equipment

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

Acquisition of Vehicles

Transfers of Equipment to the University

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

Lease/Purchase Equipment

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

Leased Equipment

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”

Land/Building Purchase and New Building Construction

Revised to remove redundant object code from policy language; to update the section “Buildings/Building Components” to update a department name and references in the procedure

Sensitive Property

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

Equipment Control Requirements at Subcontractor Facilities

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

Identifying Purchased Equipment

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

Identifying Fabricated Equipment

Receiving Government-Furnished Equipment

Revised to update the terminology in the procedure

Identifying Vehicles

Receiving Gifts and Donations

Revised to update the terminology in the procedure

Transferring Equipment to ASU

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

Receiving Lease/Purchase Equipment

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

Receiving Loaned Equipment

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

Returning Equipment to Vendors

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

Transferring Equipment between Departments at Zero Cost

Revised to clarify names of Property Control online systems

Off-Campus Use of Equipment

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

Off-Campus Loans of Equipment to Agencies

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

Identifying Inventoriable Equipment

Revised to update the terminology in the policy

Performing Physical Inventories

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

Departmental Responsibilities for Inventories

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

Retiring Missing Assets

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

Performing Periodic Physical Inventories for Sponsors

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

Principal Investigator’s Responsibilities for Inventories

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

Off-Site Inventories of Sponsor-Owned Property

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

Records Maintained by Property Control

Revised to update the list of records maintained by Property Control

Retention of Property Records

Revised to update the records retention table

Records Storage and Destruction

Revised to remove the exhibits throughout; to update instructions for, and links to, forms

Maintenance of Equipment

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

Security of Equipment

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

Dispersal of Idle/Surplus Equipment

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

Personal Use of University Equipment

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

Surplus Property—General

Revised to update the source and the cross-references

Disposal of Equipment to Surplus Property

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

Redistribution of Equipment to University Departments

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

Disposal of Hazardous Materials

Revised to change the “Procedure” section to the “Policy” section and updated language accordingly; to remove a source

University Employee Purchases

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

Temporary Warehouse Storage

Revised to update the procedure and to remove the exhibit

Sponsor-Titled Equipment

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

Off-Site Surplus Property Sealed Bid Sales

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

Transfer of State/Local-Funded Equipment to Other Universities

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

Transfer of ASU-Owned Research Equipment to Other Universities

Revised to update the title; to specify “federally funded” equipment in the purpose; to 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 parties involved in the procedure

Transfer of Sponsor-Titled Equipment

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

Cannibalizing Equipment

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

Trade-In of Equipment

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

Return of Equipment Loaned to ASU

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

Building Retirements

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

Sale of University Property to a Retiring or Exiting University Employee

Revised to add a source; to add a “Policy” section clarifying that university employees officially retiring or exiting from the university may purchase university equipment that they have been using, provided that it is deemed excess to their department’s requirements by the department head; to clarify the roles of all parties involved in the procedure

Stolen University-Owned Equipment

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

Stolen Sponsor-Owned Equipment

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

Reporting Schedule for Government-Owned Property

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

Property Closeout for a Completed Contract/Grant

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

Property Closeout for a Completed Contract/Grant

Revised to update policy number to PCS 1202