Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 405: Receiving Gifts and Donations

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Purpose

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To define a procedure for the receiving of gifts and donations to the university

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Sources

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Property Control
Financial Services
ASU Foundation
Purchasing and Business Services

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Policy

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Gifts or donations received by the university must be reported to the ASU Foundation for the purposes of acknowledging the gift and issuing an official ASU gift receipt.

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Procedure

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The department forwards, to the ASU Foundation, all gift information:

  1. donor name and address
  2. list of equipment donated
  3. approximate or appraised value of each item

    and

  4. originals of all correspondence, the postmarked envelope in which a gift is mailed, and all other relevant paperwork.
The ASU Foundation:
  1. issues an official ASU gift receipt acknowledging the gift

    and

  2. forwards a photocopy of the official ASU gift receipt to Property Control.

Property Control:

  1. records the gift on Advantage
  2. tags the equipment with yellow tags, which indicate that property may not be sold for three years

    and

  3. adds it to the Property Control database.

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Cross-References

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For more information on gifts to the university, see:

  1. the Financial Services Policies and Procedures Manual—FIN 303, “Gift Deposits (Including Gift-in-Kind Donations) and Special Event Receipts with a Gift Component”

    and

  2. the Purchasing and Business Services Policies and Procedures Manual—PUR 104, “Gifts and Gratuities.”

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