Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 8/1/2021

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PCS 202: Equipment Purchased With Sponsored Funds

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To ensure that equipment purchases are made in accord with federal and state law and Board of Regents’ and university policy

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Arizona Revised Statutes (A.R.S.) 42-5159(B)(14)

2 C.F.R. 200.318(d) and (f)

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All equipment purchased with sponsored funds for which title vests with ASU or the sponsor upon acquisition

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Equipment purchases using sponsored funds must be made in accord with applicable federal and state law and Board of Regents’ and university policy.

Screening for Availability When Using Federal Funds

For equipment being purchased with federal monies, federal regulations encourage screening for availability of existing equipment owned by ASU prior to purchase. Screening for availability of existing equipment is the responsibility of the requesting department. Department submission of a purchase order for capital equipment serves as certification that comparable equipment is not available.

If the equipment is available, but in the custody of another department, the acquiring department should attempt to purchase the equipment, share usage, or make arrangements with the custodial department to transfer the equipment at no cost (see PCS 210, “Interdepartmental Acquisition of Used Equipment,” and PCS 502, “Transferring Equipment between Departments at Zero Cost”).

Equipment Purchased with Sponsored Funds

The title to equipment purchased with sponsored funds may change depending on the terms of the contract or grant; however, a standard provision of sponsored equipment purchases requires that such equipment shall be used only for the purpose for which it was purchased according to the contract or grant.

To determine the title of equipment purchased with sponsored funds, contact CAM.

In most cases, a project director may purchase equipment using sponsored project funds when the equipment is budgeted in the contract or grant. Contact the Grant & Contract Officer before purchasing equipment with sponsored funds to determine allowability.

Note: For sponsored equipment acquisitions not itemized in the approved budget, prior approval must be obtained through one of the following methods:
  1. ORSPA Action Form—This form is used to request internal approval from the Office for Research and Sponsored Projects Administration.
  2. Request from sponsor—Notify the Grant & Contract Officer to request prior approval from the sponsor

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For more information on purchasing state surplus property, see PCS 208, “Acquisition of Equipment from the State Surplus Program.”

For more information on decisions before purchasing capital equipment, see the Purchasing and Business Services Policies and Procedures Manual—PUR 300, “Federal Procurement Requirements.”

For more information regarding tax exemptions for research equipment see the Financial Services ManualFIN 120 “Sales Tax Exemption for Certain University Purchases”

For authoritative references see the Research Policies and Procedures Manual—RSP 101, “General Research Policy.” 

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