Mid-Year Computer Equipment Purchase Request
This document outlines the procedure for requesting computer and printer purchases outside of the annual budgeting process. It includes details on approval requirements and instructions for proper submission. This file is essential for ensuring tax exemption and compliance with College policies.
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How do I fill this out?
To complete the purchase request form, gather necessary information about the equipment needed. Ensure that you have department approval and a clear statement of need to justify your request. Submit the form for final approval by the designated authorities.
How to fill out the Mid-Year Computer Equipment Purchase Request?
1
Gather required information such as department, make, model, and cost.
2
Complete the Statement of Need section justifying your request.
3
Obtain necessary approvals from the Dean or VP of Administration.
4
Ensure all required signatures are provided on the form.
5
Submit the completed purchase request form to the specified email.
Who needs the Mid-Year Computer Equipment Purchase Request?
1
Faculty members who require updated technology for teaching purposes.
2
Administrative staff needing new printers to streamline office functions.
3
IT personnel who manage equipment replacement and maintenance.
4
Research staff requiring specific computers for projects.
5
Budget managers who oversee compliance with financial policies.
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What are the instructions for submitting this form?
To submit this form, ensure that all fields are completed accurately and obtain necessary signatures. Email the completed form to dis@hamilton.edu for processing. Should you have any questions, feel free to contact the LITS department or your division officer for assistance.
What are the important dates for this form in 2024 and 2025?
For 2024 and 2025, please ensure that all mid-year requests are submitted prior to the next budget cycle starting in June. Mark your calendar for any specific departmental deadlines that may vary. Stay informed about installation cycles, which usually occur from June to August.
What is the purpose of this form?
The purpose of this form is to formally request the purchase of computer equipment outside the regular budgetary process. This ensures that the necessary organizational approvals and justifications are in place for any incremental technology investments. By adhering to this process, the institution can maintain budgetary discipline and effective resource allocation.
Tell me about this form and its components and fields line-by-line.
- 1. Department: The department requesting the equipment.
- 2. Make: Brand of the equipment being requested.
- 3. Model: Specific model of the equipment being requested.
- 4. Date: Date when the request is submitted.
- 5. Cost: Estimated cost of the equipment.
- 6. Statement of Need: A justification for why the equipment is necessary.
What happens if I fail to submit this form?
Failure to submit this form may result in delays or inability to procure the required equipment. This can hinder departmental functions and responsibilities. It's crucial to follow submission guidelines to avoid complications.
- Operational Delays: Missed opportunities for acquiring necessary technology can slow down work processes.
- Budget Compliance Issues: Inadequate documentation could lead to budgetary discrepancies.
- Loss of Tax Exemption: Purchasing without form approval may result in loss of tax-exempt status.
How do I know when to use this form?
- 1. Mid-Year Technology Needs: Utilized for urgent technology acquisitions that arise unexpectedly.
- 2. Equipment Replacement: For replacing outdated computers or printers that are no longer functional.
- 3. Special Projects: When specific projects require unique technological equipment that isn’t in the budget.
Frequently Asked Questions
How do I start filling out the purchase request form?
Begin by gathering all necessary information about the equipment, including model, make, and department.
What if I need urgent approval?
Consult with your supervisor and ensure the request includes a strong justification for urgency.
Can I submit the form electronically?
Yes, the form can be submitted via email to the appropriate authorities once completed.
What happens after I submit my request?
Your request will be reviewed, and you will be notified of approval or need for further information.
Is there a deadline for submitting this form?
Requests are typically subject to institutional deadlines, so check with your department.
Who approves the purchase requests?
The Dean of Faculty or Vice President for Admin & Finance will provide the final approval.
What if my request is denied?
You will receive an explanation detailing the reasons for denial and can seek feedback for future submissions.
Are there restrictions on equipment types?
Yes, certain equipment may be restricted based on LITS policies and institutional standards.
Can I edit the PDF before submitting?
Absolutely, you can use PrintFriendly to edit and tailor the document as needed.
Where can I find the instructions for submission?
Submission instructions are included within the document, outlining necessary email and contact details.
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