Draft for Technology Purchasing: Administrative Policy
Purpose The purpose of this policy is to establish guidelines for the purchase of hardware, software, and other information technology components and equipment at [company name]. This policy will better allow Arlington Classics Academy to standardize information technologies purchased, resulting in better pricing, faster processing of requests, and improved delivery of technical support to end users.
Scope This policy covers all information technology hardware, software, and computer-related components purchased with [company name] funds. Specifically, the following [company name] technology resources are within the scope of this policy:
All hardware, software, or components purchased with Arlington Classics Academy funds are the property of Arlington Classics Academy. This also includes all items purchased using a personal credit card for which the employee is later reimbursed.
General Procedures
If an employee or department wishes to purchase hardware, software, or computer-related components, they should review the Standard Items list first. If a desired item does not appear on the Standard Items list, then see the procedure for Non-Standard Items below.
Standard Items The Standard Items list contains pre-approved vendors and products upon which [company name] has standardized. Standard items have been proven to be both supportable by the IT department as well as cost-effective.
All items on the Standard Items list will be reviewed for cost effectiveness, reliability, acquisition time, and quality of vendor support every six weeks.
Non-Standard Items:
There are some instances where the purchase of non-standard items (i.e. items not appearing on the Standard Items list) can be purchased with written approval of the Director of Finance..
Payment Paying for and/or reimbursing employees for purchases of hardware, software, or computer-related components will be handled by Purchase Order as required by ACA Policy:
Purpose The purpose of this policy is to establish guidelines for the purchase of hardware, software, and other information technology components and equipment at [company name]. This policy will better allow Arlington Classics Academy to standardize information technologies purchased, resulting in better pricing, faster processing of requests, and improved delivery of technical support to end users.
Scope This policy covers all information technology hardware, software, and computer-related components purchased with [company name] funds. Specifically, the following [company name] technology resources are within the scope of this policy:
- Desktops, laptops, personal digital assistants, VOIP phones, and servers.
- Software running on the devices mentioned above.
- Peripheral equipment, such as printers and scanners.
- Cables or connectivity-related devices.
- Audio-visual equipment, such as projectors.
All hardware, software, or components purchased with Arlington Classics Academy funds are the property of Arlington Classics Academy. This also includes all items purchased using a personal credit card for which the employee is later reimbursed.
General Procedures
If an employee or department wishes to purchase hardware, software, or computer-related components, they should review the Standard Items list first. If a desired item does not appear on the Standard Items list, then see the procedure for Non-Standard Items below.
- All purchase requests for hardware, software, or computer-related components must first be approved by a department head (or designate) before submission to the IT department. Use the IT Purchase Request Form to detail and submit the request. In all cases, the request for purchase must be justified in the space provided on the IT Purchase Request Form.
- All requests must be submitted to the IT department and Finance for final purchase approval. If the requested item is already in inventory, then it will be made available to the requestor within 1 to 3 business days, assuming justification of need is sufficient. All approved requests for items not in inventory will be forwarded to Purchasing for processing.
- Non-standard items found connected to the network may be removed from the network at the IT department’s discretion.
Standard Items The Standard Items list contains pre-approved vendors and products upon which [company name] has standardized. Standard items have been proven to be both supportable by the IT department as well as cost-effective.
All items on the Standard Items list will be reviewed for cost effectiveness, reliability, acquisition time, and quality of vendor support every six weeks.
Non-Standard Items:
There are some instances where the purchase of non-standard items (i.e. items not appearing on the Standard Items list) can be purchased with written approval of the Director of Finance..
- In the event of an emergency where purchasing items through regular channels and waiting for delivery will take too long.
- In the event that an employee or department needs specialized software or some other component that is not on the standard items list, but is required to perform work or complete a project.
Payment Paying for and/or reimbursing employees for purchases of hardware, software, or computer-related components will be handled by Purchase Order as required by ACA Policy: