Property Control System Manual (PCS)

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Effective: 1/27/1993

Revised: 7/1/2012

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PCS 410: Returning Equipment to Vendors

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Purpose

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To control the return of equipment to vendors for reimbursement, repair, or replacement

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Sources

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Property Control
Financial Services
Purchasing and Business Services

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Policy

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University personnel returning equipment to vendors for reimbursement, repair, or replacement must coordinate the return with Property Control.

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Procedure

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If the equipment is being returned for reimbursement:

  1. the department notifies Property Control of the item being returned

    and

  2. Property Control removes the asset from the Property Control database.

If the equipment is being returned for repair or replacement, the department:

  1. completes an Off-Campus Use of Equipment Authorization form for the equipment
  2. sends a copy of the Off-Campus Use of Equipment Authorization form to Property Control

    and

  3. retains a copy of the form until the equipment is returned.

Property Control annotates the asset record to reflect “Returned to Vendor” in the Property Control database. When the equipment is returned, the department:

  1. ensures that the same ASU Property Control number (PCN) is still affixed to the equipment

    If the vendor replaces the equipment, the department:

    1. contacts Property Control to get a duplicate PCN made
    2. contacts the vendor and asks that the old tag on the replaced equipment be destroyed

    and

  2. completes the bottom portion of the Off-Campus Use of Equipment Authorization form and forwards it to Property Control.

Property Control updates the asset record to reflect the returned equipment in the Property Control database. If the equipment has been replaced, the new information is recorded (e.g., serial number) in the Property Control database.

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Cross-References

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For more information on damaged equipment delivered to the university, see the Purchasing and Business Services Policies and Procedures Manual:

  1. PUR 601–02, “Damaged, Short, Missing, or Duplicate Shipments”

    and

  2. PUR 601–03, “Return of Merchandise.”

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