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MSSG |
UCS Toolkit |
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PURCHASING EQUIPMENT: Additional Details
Purchasing Equipment
Out of pocket purchases
Occasionally the need arises to purchase from a source that does not accept purchase orders. At other times there is too
urgent a need to wait for a purchase order. In these cases it may be necessary to use personal funds and get reimbursed
for the purchase later. You should speak with your supervisor or financial administrative staff before making any
purchases with personal funds. Here are a few other things to keep in mind.
- Getting reimbursed takes time; don't expect a check the next day.
- You may or may not get reimbursed for sales tax. The university does not pay sales tax for purchases and therefore might not reimburse you for that portion of your purchase.
- Do not attempt to make a purchase in excess of $5,000. It may not be reimbursed.
- You must provide original receipts.
- You may be asked to provide a detailed justification for the purchase.
Grants and bulk purchase programs
Annually, there are equipment grant and bulk purchase programs that a savvy UCS can position his/her department
to take advantage of. The savings are significant but must be planned carefully.
- The New Brunswick Advisory Committee for Instructional Computing distributes equipment awards each year. Eligible units are encouraged to submit proposals within timeframe specified in January. The annual program announcement goes to chairs and unit heads; you must ask for a copy of the Request for Proposals (RFP) when it becomes available. Student computer fees provide the monies for this program; therefore, the proposal must directly benefit students through enhanced teaching environments. You are required to provide feedback on the effectiveness of your equipment proposal in enhancing your unit's ability to teach.
- The RU Computer Store coordinates a bulk purchase of computer systems for the campus computing labs in the May timeframe. Departments are invited to participate in this purchase. The bulk purchase often results in $100-300 in savings per unit. The program is announced on the PC/LAN mailing lists.
- Typically, Sun Microsystems runs a 2-for-1 special in the spring. This is an exceptional buying opportunity for the purchase of high-end, performance computing products. If you are not on Sun's mailing list, please contact the Sun sales rep in early spring for details.
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