Skip to main content

PMM 4.6 Stolen Equipment

Last Revised Date:
July 1, 2026
Responsible Unit(s):
Property Management
Responsible Unit Email(s):
FNSV-PropertyManagement@arizona.edu
Manual:
Property Management Manual
Status:
Active

Purpose and Summary

To provide direction to university departments in reporting stolen University and sponsor owned equipment.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

  1. University departments are responsible for reporting all instances of stolen capital equipment to the University Police Department and Department of Risk Management, as soon as the theft becomes known to departmental staff. Stolen property shall be investigated and fully documented.
  2. These reports are required to enable the identification and return of University and sponsor owned property recovered by the police. Also, the reports are to enable the University to recover from the Arizona Self-Insurance Program all or part of the value of capital equipment stolen. Further, it is to recognize that the University is responsible for stolen government and other sponsor owned property which may require reimbursement to the sponsor.
  3. The requirement for these reports is a means of measuring a department's performance in providing security and control over its capital equipment.

Procedures

  1. GENERAL:

    ResponsibilityAction
    Custodial Department
    1. Notify the University Police Department of the stolen property and make known the circumstances of the loss. 
    UA Police Department
    1. Investigate as circumstances require and prepare a police report detailing the incident. 
    Custodial Department
    1. All university personnel are to cooperate with the University Police Department investigation.
    2. Submit a Property Loss Report to Risk Management Services via their Incident Reporting Portal. Attach a copy of the police report and original records of ownership (purchase order or invoice). Accounts Payable retains copies of invoices for five (5) years. Property records from the University’s Capital Asset Module (CAM) are also accepted as proof of ownership.
    3. Advise Property Management of the A-tag number(s) of stolen missing property and request a change in the Asset Status of the property in the Capital Asset Module (CAM) to Lost (L).
    4. All items not recovered by the police or reimbursed by insurance will remain on the departmental active inventory with an Asset Status of Lost (L) until located, relieved of accountability, or fully depreciated for two years.

  2. UNIVERSITY OWNED CAPITAL EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. When the claim is accepted and paid by the Arizona Self-Insurance Program for University owned capital equipment, advise Property Management of the A-tag(s) and attach a copy of the paid claim form or check. List the A-tag(s) on all deposit documents, including the Cash Receipt form. 
    Property Management
    1. Remove the item(s) from the active records of the University’s Capital Asset Module (CAM).

  3. SPONSOR OWNED EQUIPMENT, INCLUDING GOVERNMENT TITLED PROPERTY:

    ResponsibilityAction
    Custodial Department
    1. When the stolen capital equipment is sponsor owned, send a copy of the Property Loss Report and supporting documents, as submitted to the Department of Risk Management (#5 above), to the Sponsored Projects Property Administrator. 
    SPS Property Administrator
    1. Notify the contracting/grants officer of the federal awarding agency or other sponsor of the loss and provide such information, as is available, regarding the circumstances of the loss. A request will be made for relief of accountability from the sponsor.
    2. Advise the University department as to the determination of the sponsor as to the granting of relief of accountability or sponsor request for reimbursement for the loss.
    3. If the sponsor grants relief of accountability, prepare a Property Record Change Form to remove the item(s) from the active property Records. Attach supporting documents and send to Property Management with copies to the department and Sponsored Projects Services property folder for the sponsor.
    Property Management
    1. Remove the item from the active records of the University’s Capital Asset Module (CAM). 
    Custodial Department
    1. University departments are responsible for reimbursement of sponsors for stolen equipment when a valid request is made by the sponsor.
    2. If the sponsor requests reimbursement, send to the Sponsored Projects Services Property Administrator a copy of the reimbursement payment documents. 
    SPS Property Administrator
    1. Upon payment of the reimbursement to the sponsor, prepare a Property Record Change Form to remove the item(s) from the active property records. Attach supporting documents and send to Property Management with copies to the department and Sponsored Projects Services property folder for the sponsor. 
    Property Management
    1. Remove the item from the active records of the University’s Capital Asset Module (CAM).

Policy Feedback

For questions or comments regarding a particular policy or to notify us of broken links or typographical errors, please provide this information below.

To report violations of a policy, please notify the Responsible Unit.

Please Note: Policy feedback is available to the Policy Office, Policy Sponsor, and elected shared governance representatives, upon request, for policies impacting the populations they represent.

This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.
This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.