(1) The IT Leasing Policy is retired effective 6 March 2014. The contents of this policy is covered within the Procurement Policy. (2) To establish a common UWS wide IT Leasing Policy that will guide the IT acquisition and leasing processes. As leasing requires the University to enter into a contractual arrangement with the lease supplier, this policy and associated procedures should assist in ensuring contract obligations are met. It also ensures that the leasing of IT acquisitions provides a business benefit to the University. (3) Nil. (4) To ensure the business and IT needs of the University are met and a consistent and streamlined approach to leasing IT products operates. (5) The Information Technology Procurement Unit is to be the sole agency for leasing of IT and telecommunications products within the University. (6) All desktop PCs and Notebooks over $1000 in value will be leased unless special funding circumstances or business cases apply (e.g., research grant funding or other external grant source covers full purchase cost or external donation covers acquisition cost; or, where equipment is being used in a manner that may not be compatible with the leasing agreement such as dismantling and rebuilding). Such exemptions will require the endorsement of the Director IT. Other IT products will require a business case analysis to determine whether lease or purchase is the preferred option. (7) Products or features that are mobile (with the exception of notebooks) or have a low life expectancy cannot be leased (e.g., mobile phones, software). Costs for products/services provided by Information Technology Services within the acquisition process (e.g., software, installation fees, and any other fees) will be paid in full and are not part of the leasing arrangement. (8) A client shall obtain a quote for products from Information Technology Procurement Unit (ITP) extension 7487. This quote will contain the purchase price for the product, any costs applied by Information Technology Services (e.g., installation) and an indication of the lease instalments. Prior to placing the order with ITP approval for procurement under lease will need to be obtained from the relevant cost centre delegate. Standard lease terms for all IT equipment will be three years. Exceptions to these terms will require the endorsement of the Director, Information Technology. (9) As the University has preferred suppliers of some IT equipment, leases may only be established for products purchased through these suppliers. Exceptions to this will require the endorsement of the Director IT. (10) The lease supplier will generate a draw down notice. This will indicate the lease details including the payment, goods schedules and appropriate cost centres and projects for charging. (11) Goods will be delivered to ITP where serial number details will be documented and equipment bar-coded with the lease supplier's barcode. This procedure will be reviewed once UWS Information Technology Services preferred suppliers are established. (12) On a quarterly basis: (13) ITP will notify clients six months and the lease supplier 12 weeks prior to the expiry of a lease. In addition to this: (14) Cost Centres have a significant role in the undertaking and maintenance of leasing arrangements on behalf of the University. Much of this work is part of the normal budgetary and financial reconciliation process. (15) Cost Centres will be responsible for making an informed business decision in relation to the leasing of a product and will make themselves aware of the contractual arrangements in respect to leasing and agree to abide by them. (16) Cost centres will review the quarterly report uploaded to the intranet by ITP detailing recorded location, item/s and payment information. It is the responsibility of the cost centre to check this information and notify ITP via email of any changes. This procedure will be reviewed at the end of 2001. (17) Cost centres will be responsible for ensuring that all goods are protected, appropriately used and maintained. It is a requirement of the lease agreement that all equipment is in good working order at the end of the lease period. (18) Cost centres will be responsible for ensuring that funds are available for the payment of leases in advance and that payment schedules are accurate. Discrepancies should be reported to ITP immediately. (19) Cost centres will be responsible for reporting lost/damaged goods that are leased to ITP. ITP will forward an insurance claim form for completion by the Cost centres. The completed form will be forwarded back to ITP then onto the insurer. This procedure will be reviewed at the end of 2001. (20) Cost centres will be responsible for ensuring that the product returned to the lease supplier at the end of the lease is the same as was originally leased, this includes but is not limited to: (21) Non-return of relevant items will incur a fee imposed by the lease provider. The removal or rectification of any additions or modifications will be the sole responsibility of the cost centre. (22) Cost centres will be responsible for making certain that any leased items have adequate warranty support to ensure that the goods can be returned to the lease supplier in working order. Warranty support can be determined in consultation with ITP. Insurance coverage of leased equipment is funded centrally. (23) Nil.IT Leasing Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Section 4 - Procedures
Cost Centre Responsibilities
Section 5 - Guidelines
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This is not a current document. It has been repealed and is no longer in force.