Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 3/1/2021

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PCS 505: Off-Campus Use of Equipment

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Purpose

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To manage off-campus use of university- and sponsor-owned equipment

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Applicability

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All moveable university- and sponsor-owned equipment being removed from buildings or facilities owned or leased by ASU

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Policy

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Equipment may be removed from the university premises only for university or sponsored project use.

Permissible university purposes include the following:

  1. an individual’s performance of assigned duties at ASU
  2. a faculty member’s research
  3. ASU course work
  4. an individual’s service to a nonprofit professional association or community organization where the individual is not receiving any remuneration

    and

  5. other activities as approved by the individual’s department chair, dean, director, as appropriate.

Before equipment is removed from campus:

  1. equipment must be tagged with an ASU property control number (PCN),
  2. an Off-Campus Use of Equipment Authorization form must be completed
  3. the form must be authorized by the department head
  4. and

  5. the form must be submitted to Capital Assets Management (CAM).

If the equipment is capital, CAM will record the temporary location of the equipment in Workday Business Assets and attach a copy of the form to the business asset record. Off-campus forms are valid for up to two years in duration but can be renewed biennially. Once capital equipment is returned to campus departments should notify CAM with the assets permanent location and CAM will record the new location of the equipment in Workday Business Assets.

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Cross-Reference

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For information on personal use of university equipment, see the Financial Services Policies and Procedures Manual—FIN 117, “Personal Use of University Resources.”

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