Property Control System Manual (PCS)

Effective: 3/1/2013

PCS Manual Revision Notice Table

PCS 001: Introduction. Revised to update terminology

PCS 004: 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”

PCS 005: Table of Exhibits. Policy deleted

PCS 101: Plant Acquisitions. Revised to to remove the “Fixed Property” category of plant acquisitions; to update the “Buildings” category of plant acquisitions

PCS 102: 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

PCS 103: Remodeling and Other Building Costs. Revised to specify the object/sub-object codes for remodeling costs of less than $100,000

PCS 201: 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”

PCS 202: 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”

PCS 203: 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

PCS 204: Government-Furnished Equipment. Revised to update terminology throughout; to clarify the role of the sponsored property coordinator in the procedure

PCS 205: Acquisition of Vehicles. Policy deleted

PCS 207: Transfers of Equipment to the University. Revised to update the terminology in the procedure; to add a cross-reference

PCS 211: 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

PCS 212: 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”

PCS 215: 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

PCS 216: 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

PCS 301: Equipment Control Requirements at Subcontractor Facilities. Revised to clarify the role of Property Control with respect to surveys at subcontractor facilities

PCS 401: Identifying Purchased Equipment. Revised to clarify roles and requirements in tagging capital and non-capital equipment; to remove the procedure

PCS 402: Identifying Fabricated Equipment. Policy deleted

PCS 403: Receiving Government-Furnished Equipment. Revised to update the terminology in the procedure

PCS 404: Identifying Vehicles. Policy deleted

PCS 405: Receiving Gifts and Donations. Revised to update the terminology in the procedure

PCS 406: 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

PCS 408: Receiving Lease/Purchase Equipment. Revised to remove redundancy and to clarify record-keeping steps in the procedure; to update the terminology throughout

PCS 409: 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

PCS 410: 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

PCS 502: Transferring Equipment between Departments at Zero Cost. Revised to clarify names of Property Control online systems

PCS 505: 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

PCS 506: 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

PCS 601–01: Identifying Inventoriable Equipment. Revised to update the terminology in the policy

PCS 601–02: Performing Physical Inventories. 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. 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. 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. 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. Revised to clarify the role of the principal investigator in the procedure

PCS 602–06: 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

PCS 701: Records Maintained by Property Control. Revised to update the list of records maintained by Property Control

PCS 702: Retention of Property Records. Revised to update the records retention table

PCS 703: Revised to remove the exhibits throughout; to update instructions for, and links to, forms

PCS 801: Maintenance of Equipment. Revised to update the title; to update the language throughout to reflect the title change

PCS 802: Security of Equipment. Revised to update the title; to update the language throughout to reflect the title change

PCS 901: Dispersal of Idle/Surplus Equipment. 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. Revised to clarify details with respect to permissible use of university-owned equipment

PCS 1002–01: Surplus Property—General. Revised to update the source and the cross-references

PCS 1002–02: 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

PCS 1002–03: Redistribution of Equipment to University Departments. Revised to update the sources; to remove Property Control responsibilities from the procedure

PCS 1002–05: Disposal of Hazardous Materials. Revised to change the “Procedure” section to the “Policy” section and updated language accordingly; to remove a source

PCS 1002–06: 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

PCS 1002–07: Temporary Warehouse Storage. Revised to update the procedure and to remove the exhibit

PCS 1002–08: 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

PCS 1002–09: 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

PCS 1004–01: 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

PCS 1004–02: 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

PCS 1004–03: 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

PCS 1005: 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

PCS 1006: 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

PCS 1007: 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

PCS 1008: Building Retirements. 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. 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

PCS 1101: 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

PCS 1102: 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

PCS 1201: 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

PCS 1202: 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

PCS 1301: Property Closeout for a Completed Contract/Grant. Revised to update policy number to PCS 1202

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