Property Control System Manual (PCS)



[horizontal rule]

Effective: 3/1/1984

Revised: 3/1/2021

[horizontal rule]
[ASU logo]

PCS 204: Government-Furnished Equipment

[horizontal rule]

Purpose

[horizontal rule]

To appropriately control government-furnished equipment

[horizontal rule]

Sources

[horizontal rule]

48 Code of Federal Regulations § 45
48 Code of Federal Regulations § 52.245-1

[horizontal rule]

Background

[horizontal rule]

Government-furnished equipment (GFE) (defined in 48 CFR § 45.101 as "Government Property") is equipment in the possession of, or directly acquired by, the Government and subsequently furnished to the University for the performance of a grant or contract. GFE is owned by the providing government entity.

[horizontal rule]

Policy

[horizontal rule]


Commingling GFE and University Equipment

Government-furnished equipment (equipment or materials) must be maintained in a state where it remains physically distinguishable from other property so that it does not lose its distinct identity as a government-owned item unless otherwise authorized by the contract or property administrator.


Controlling GFE Equipment

GFE needs to be controlled with extreme care. Accurate records must be maintained on its use, location, and maintenance. The government will schedule periodic audits of GFE whenever desired or whenever needed to fulfill contract requirements. The university Workday business asset records,shall be considered the government’s official property records for GFE in the possession of the university. Additionally, the university shall maintain records for all GFE, in the possession or control of a subcontractor.


Receiving GFE

The principal investigator (PI) is responsible for receiving and inspecting government-furnished equipment (GFE). Upon the receipt of GFE, the PI shall immediately ensure that the quantity, description, and condition of the equipment is recorded accurately and report the acquisition to Capital Asset Management (CAM). If overages, shortages, or damages are discovered, the PI works with CAM and the appropriate government/sponsoring agency to attain an adequate solution.

Once GFE is properly recived CAM will record GFE in Workday and tag with an ASU property control tag for tracking purposes. If appropriate, CAM will also tag with government issued tags.

[horizontal rule]

Cross-Reference

[horizontal rule]

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

  skip navigation bar


  skip navigation bar


PCS manual | ASU policies and procedures manuals | Index of Policies by Title | PCS manual contact | Property Control Web site

Back to Top

Valid HTML 4.01 Transitional