Property Control System Manual (PCS)

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Effective: 1/27/1993

Revised: 7/1/2012

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PCS 506: Off-Campus Loans of Equipment to Agencies

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Purpose

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To control off-campus loans to outside agencies of university- and sponsor-owned equipment

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Source

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Property Control

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Applicability

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All moveable university- and sponsor-owned equipment being loaned to outside agencies

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Policy

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Equipment may be loaned to off-campus state or non-state agencies, but only if it is to be used at the agency for university, sponsored, or subcontract purposes (unless it can be demonstrated that the university would benefit from the loan). It may not be removed for personal use. There are no exceptions. Off-campus forms are valid for up to two years in duration but can be renewed biennially. All equipment must be tagged with an ASU Property Control number (PCN) before being transferred.

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Procedures

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Removing Equipment from Campus

Capital equipment must be tagged with an PCN before leaving campus. If it is not tagged, contact Property Control immediately. Property Control tags are also available for noncapital equipment at the department’s request.

The department removing equipment:

  1. completes an Off-Campus Use of Equipment Authorization form

    Note: Forms are also available from Property Control or the Property Control Web site.

    and

  2. sends the completed and signed form to the department chair, dean, or director for approval before moving the equipment off campus.

The department chair, dean, or director:

  1. approves and signs or denies the Off-Campus Use of Equipment Authorization form
  2. photocopies the approved form
  3. retains the photocopy for department files

    and

  4. sends the original to the faculty or staff member.

The faculty or staff member:

  1. photocopies the approved form
  2. keeps the photocopy with the equipment being loaned

    and

  3. forwards the original to Property Control.

Property Control records the temporary location of the equipment. If government-owned equipment is being sent off-campus, Property Control verifies the delivery of the equipment by receiving written confirmation of delivery.

Returning Loaned Equipment

The faculty or staff member:

  1. returns the loaned equipment to its permanent location
  2. completes the bottom portion of Off-Campus Use of Equipment Authorization form
  3. obtains the signature of the department chair, dean, or director at the bottom of the form

    and

  4. forwards a photocopy of the form to Property Control.

Property Control records the new location of the equipment and updates the Property Control database.

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