Purchasing Policy
The following procedures will be used for all information technology purchases:
- All technology purchases must be reviewed and approved by the Vice President of Information Technology (IT).
- IT will continue to provide service and support in making technology purchases.
- Initial requests for assistance will go through the IT Help Desk (via phone or online), where a service ticket will be entered for the request. The IT department will e-mail a quote to the requestor.
- All technology purchases will be charged to an appropriate departmental technology budget account.
- A "Transfer of Funds" form will need to be done, prior to generating
a requisition, in order to transfer funds from an existing departmental
account to one of the departmental technology accounts listed
below. These four accounts will be in each departments budget
generally with zero balances to start.
- Account number 3613 Computer Equipment: Purchase of new computers, monitors, laptops, printers, scanners, digital cameras, digital LCD projectors, keyboards, mice, TVs, VCRs, DVD players, CD players, etc.
- Account number 2503 Computer Maintenance: Purchase of additional or replacement hard drives, memory, CD-ROM drives, Floppy Drives, modems; Purchase of printer maintenance items, such as fuser kits, maintenance kits, drum kits; Purchase of replacement lamps for digital LCD projectors and overhead projectors.
- Account number 2502 Computer Software: Software purchased by department (departments do not have to pay for MS Office or MS Windows, as these are covered by a Campus Agreement with Microsoft).
- Account number 2501 Computer Supplies: Purchase of toner, supplies for digital cameras (i.e. tapes, additional power cords, etc).
- Beginning July 1, processing of all requisitions for technology purchases (determining appropriate account numbers, transferring funds and entering the requisitions in the IBM system) will be done by each department. Each department will need to designate a person to enter the purchase requisitions in the IBM system.
- Once the requisition has been entered, the IBM system will generate a Requisition Number. This Requisition Number will need to be e-mailed to the IT department.
- The IT staff person handling purchasing will review all Requisition Numbers received and enter the final approval in the IBM system. The Purchasing Department will then process a Purchase Order.
- The Purchasing Department will send a copy of the Purchase Order to the IT department, where it will be faxed to the appropriate vendor. (The Purchasing Department will also send a copy of the Purchase Order to the requesting department for their file.)
- All information technology purchases will be shipped to and received in the IT department.
- Once the orders are received and inventoried, a service ticket will be entered to have the items set up and delivered to the appropriate department.
Revised July 22, 2004
Approved by:
Curtis D. White
Vice President of Information Technology