Property Control System Manual (PCS)

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Effective: 6/9/1986

Revised: 7/1/2012

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PCS 1004–01: Transfer of State/Local-Funded Equipment to Other Universities

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Purpose

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To ensure appropriate compensation to the university for equipment purchased, or partially purchased, with state/local funds

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Source

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Property Control

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Applicability

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University employees transferring equipment

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Policy

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Transfer of equipment funded with state/local funds to non-State of Arizona agencies (e.g., private industry, out-of-state universities) may require reimbursement to the university for the equipment. Transfer of state/local-funded equipment to other state of Arizona agencies may not require reimbursement. Shipping and freight charges will be charged to the receiving entity or university.

Straight-line depreciation and/or fair market value of the equipment being transferred will determine compensation. However, at the discretion of the department head, this calculation may be waived.

All of the employee’s equipment must be accounted for before any items can be transferred from ASU.

Faculty and staff wishing to purchase equipment for personal use must purchase the equipment from Surplus Property . See PCS 1002–06, “University Employee Purchases.”

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Procedure

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The department sends an e-mail to Property Control listing the property to be transferred.

Property Control determines the residual value of the equipment using straight-line depreciation and provides residual and/or fair-market value figure(s) on a spreadsheet to the department.

The department and the departing employee negotiate the transfer details and the department sends the information to Property Control.

Property Control compiles a transfer form and forwards it to the department head for approval.

Property Control conducts a final inventory of the employee’s areas, removes ASU Property Control number (PCN) tags from the equipment on the date the equipment is physically transferred from the university, and retires the equipment from the Property Control database.

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