Bruce Raps
507.389.5021
Debbie Sinning
507.389.5019
Steve Smith
Comptroller
507.389.5022
Helen Wenner
507.389.2269
Reminder about Purchasing Computer Equipment
To: University Departments
From: Steve W. Smith, Comptroller
Subject: Reminder about Purchasing Computer Equipment
I thought I would share a reminder about some of the issues and policies that departments should be aware of as they proceed with purchases of computer equipment and computer related items.
Information Technology Services is committed to providing quality technical support to faculty and staff. Past history has proved that providing technical support for every kind of computer hardware or software available was not only challenging, but also very inefficient and costly. Therefore, in order to fulfill their commitment to providing technical support, IT services established common standards for both computer hardware and software. The standards, which can be reviewed at the link below, are designed to meet the needs of the average user for the next 3-4 years. It is highly recommended that faculty and staff consult with ITS or the Campus Computer Store before purchasing computer items. Questions about what type of equipment to buy can be directed to the IT Help Desk at 6654 or the Campus Computer Store at 1907. For specific questions about the purchasing process, please contact purchasing department staff (Cheryl Haefner, 5017).
ITS recommends that you purchase either Dell or Apple computers and HP printers. The campus computer store has established a relationship with Dell and Apple to provide the campus with the lowest prices and free shipping. The ITS Electronic Repair Services department is certified to work on both Dell and Apple computers, and the university is reimbursed for warranty repairs. Additionally, net proceeds from the computer store operations are returned to the university to the benefit of everyone on campus.
University departments can submit purchase order requests for computer hardware or software through the university’s purchasing control system (PCS). The purchasing department will place purchase orders to approved vendors for computers that meet or exceed the recommended standards with no further approvals required. If departments wish to use their purchasing credit card to purchase destop computers, notebook/laptop computers, printers, cameras etc., they must have written prior approval from the university comptroller (me) before making the purchase. Prior written approval, which can be in the form of an e-mail, is needed to insure that the purchase to be made is in line with the university’s hardware and software standards. Prior approval is also needed so that we can coordinate the process of putting a fixed asset tag on the item and register it on the university’s fixed asset tracking system. The fixed asset tracking system enables us to properly depreciate items for financial reporting purposes and to help safeguard and track university assets during periodic inventories. A copy of the written prior approval should be attached to the purchasing card reconciliation form along with the store receipt for audit trail purposes.
Please note that orders for computer equipment that do not meet the standards or are from an unapproved vendor must be accompanied by a ?Waiver of standards? form. A waiver requires the coordination of ITS and the approval of the respective Dean or Vice President. Any hardware purchased via waiver must be purchased with a vendor maintenance/service contract for the life of the equipment (3 yr min).
I’ve listed some web links below as an additional aid.
I hope you find this information helpful.
Steve W. Smith