COMPUTER PURCHASE POLICY AND PROCEDURES

 

 

Shenandoah University

1460 University Drive

Winchester, VA 22601-5195

 

 

Employees of Shenandoah University are eligible to take advantage of the Computer Purchase Plan to buy computers and related accessories for themselves and their immediate families. Employees have the option of paying in full or financing all or part of the purchase through payroll deduction at no interest for up to twelve months.  Part-time faculty and staff must complete the payment plan within the current contract period. 

The computer equipment may be purchased from any outside vendor.  Institutional Computing, phone extension 5555, will be available to answer any computer related questions.   Shenandoah University is not responsible for repairs or returns of any computer equipment.  Questions related to warranty, repairs, or returns must be handled directly with the prospective manufacturer or vendor. The employee is responsible for pickup and installation of hardware and software.

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To apply for a Computer Purchase Plan and pay by payroll deduction, employees must do the following:

1.     Complete the Computer Purchase Plan form. Fill out the first line in the REQUEST FOR APPROVAL section and submit the form to the Payroll/Personnel office for approval. The following fields must be completed:

 

        Employee ID #              Enter your University ID number.

        Employee name            Enter your full name

        Daytime phone             Enter your office number

        Loan Amt. $                  Enter the amount you wish to borrow

 

2.     Complete the PROMISSORY NOTE section and the PAYROLL DEDUCTION AUTHORIZATION section, sign the form. Forward the form to the Vice President for Administration/Finance for signature.

 

3.     Once the loan is approved, the employee is free to purchase the computer equipment from a vendor of their choice using either one of the following methods.

               

University Purchase Order

 

                1. Submit a requisition with a copy of the completed Computer Purchase Plan form to the Business Office.

 

                2. The Business Office will process a purchase order to the vendor.

 

                3. The employee will receive a pink copy of the purchase order from the Business Office to hold until the merchandise is received.

 

                4. Upon delivery of the equipment from the vendor, the employee must submit a signed packing list or pink copy of the purchase order to the Business Office for payment. If the amount of the purchase order and invoice differ, the Business Office will notify the Payroll/Personnel Office to have the employee adjust the loan amount to the actual cost.

 

University Reimbursement

 

                1. Purchase your computer equipment from the vendor of your choice.

 

                2. Submit a requisition, receipt(s), and a copy of the completed Computer Purchase Plan form to the Business Office. A reimbursement check made out to you will be processed according to the current Accounts Payable check schedule.