Computer Equipment Policy

Policy Section
Buying and Paying
Sponsored Research

Effective Date
November 1, 2004
Last Updated
February 20, 2019
Responsible Executive
Vice President for Finance and Treasurer
Responsible Office
Procurement Services
Contacts
Jason Knoch
Assistant Vice President for Financial Services
(609) 258-9181

I. Summary

All types of computers must be purchased, inventoried, and disposed of using established University policy. Computers may not be bought by individuals using personal or University credit cards. This policy applies to all computers regardless of whether they are capitalized.

II. Who is Affected by this Policy

Faculty, staff, researchers, and students at Princeton University who use or are responsible for purchasing or disposing of University-owned computers.

III. Definitions

Computer

All information technology equipment, including high-end mainframes, minicomputers, personal computers (microcomputers used by a single user such as desktops, laptops, tablets, or other communication devices), and mobile communication devices regardless of the dollar value. Computers include the hardware and software components needed for operation.

IV. Policy

Computers must be purchased in compliance with standard purchasing policies and procedures as prescribed by the Office of Finance and Treasury. Computers must be purchased via a requisition unless prior approval is provided by the Office of Finance and Treasury; they may not be bought by individuals using personal or University credit cards. Purchase and disposal of computers through the University protocol ensures systematic documentation to support:

  • identification and allocation to appropriate fund source (University funds or federally sponsored project funds);
  • integration into University’s capital asset management system;
  • review of when it may be appropriate to aggregate multiple computer purchases into a single capital asset;
  • advantageous pricing and shipping terms through University supplier contracts (i.e.: Dell, Apple, and SHI);
  • exclusion of sales tax due to University’s tax exempt status;
  • inclusion and installation of appropriate software packages;
  • documentation of warranty coverage;
  • coordination of supplier and technical support;
  • deletion or “wiping” of the computer hard drive when item is sold or otherwise disposed of;
  • purchase of the computer when leaving the University;
  • submission of extra or underutilized computers to the Central Surplus Program;
  • proper disposal of computers to comply with environmental concerns.

Related policies:

Capital Equipment Policy - when to capitalize computers or aggregate multiple computers for capitalization.

Direct and Indirect Costs on Federally Funded Sponsored Projects and Programs Policy - allocating computer purchases to federally-funded projects.

Mobile Communication Devices Policy - University corporate contracts for mobile communication service providers (e.g. AT&T, Verizon, and Sprint).

Sale of Capital Computer Equipment

When a departing faculty member seeks to take capitalized research computer equipment with them, they must ensure that the request is entered in the Prime capital asset module to receive approval from the Office of the Controller and to establish fair market purchase price for equipment. For capitalized computers purchased with funds from sponsored projects, this will also include review and approval by ORPA.

Sale of Surplus Computer Equipment

Sales of non-capitalized computer equipment purchased using sponsored funds must be approved by ORPA prior to the sale.

Sales of non-capitalized computer equipment are managed through the Facilities Resource Recovery Program. Prior to sale, all proprietary information will be deleted and the hard drive will be destroyed.

V. Procedures

N/A

Appendices

N/A

Revision Log

2/20/19 - Updated to include SHI/remove CDW-G.

10/1/18 - Updated Executive Sponsor listing.

3/15/18 - Update name of Surplus Program to Resource Recovery Program, per Facilities.

1/18/18 - Updated to reflect terminology and procedures to support the new Prime Asset Management Module. For sale of computer equipment, updated to include reference to requesting via asset module. Explicitly citing approval required from the Office of the Controller and ORPA (if sponsored funds were used for the purchase). For sale of surplus computer equipment, updated to include reference to facilitating through Surplus program, and explicitly citing approval required ORPA (if sponsored funds were used for the purchase).

4/23/12 - Slight revision to “Sale of Computer to Departing Faculty” section to align with other procedural updates for transferring equipment from the University.

2/25/11 - No change to policy or substance; revised organization and language for web-based policy library. Consolidated from multiple purchasing policies and former “Expense Guidelines”.

11/1/04 - Approved.