Computer Equipment Policy

EFFECTIVE DATE:  |LAST UPDATED: March 18, 2015 | Policy Section: buying-paying

Responsible Executive

Carolyn Ainslie, vice president for finance and treasurer

Responsible Office

Purchasing

Contact

Jason Knoch, executive director of financial services and strategic initiatives, (609) 258-9181

I. Policy StatementBACK TO TOP

Computers are essential equipment for the University. 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.

II. Who is Affected by this PolicyBACK TO TOP

Faculty, staff, researchers, and graduate 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, PDAs, iPads, or other communication devices), and mobile communication devices regardless of the dollar value. Computers include the hardware and software components needed for operation.

IV. PolicyBACK TO TOP

Computers must be purchased and disposed of using established University procedures. They may not be bought by individuals using personal or university credit cards. Purchase and disposal of computers through the University purchasing protocol ensures proper:

  • 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;
  • use of advantageous pricing and shipping terms through University supplier contracts (i.e.: Dell, Apple, Lenovo, and CD-WG Inc.);
  • 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;
  • purchase of the computer when leaving the University;
  • submission of extra or underutilized computers to the Central Surplus Program;
  • disposal of computers to comply with environmental concerns.

Since the use of computers affects most University activity, there are several related policies:

Capital Equipment Policy - when to capitalize computers or aggregate multiple computers for capitalization; whether faculty can purchase University computers upon their departure.

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 COMPUTER TO DEPARTING FACULTY

When a departing faculty member seeks to take research computer equipment with them, they should work with the Purchasing Department who will establish a fair market purchase price for equipment. For computers purchased with funds from sponsored projects, departments should follow the Procedure for Transferring Equipment from Princeton to ensure that the transfer is made in accordance with the terms of applicable sponsored awards.

SALE OF SURPLUS COMPUTER EQUIPMENT TO EMPLOYEES

Items from the Surplus Program may be sold to employees. All surplus computers have had the hard drive “wiped” where all proprietary information is deleted and the hard drive has been destroyed.

V. Procedures BACK TO TOP

VI. Forms BACK TO TOP

VII. Contact Roles and Responsibilities BACK TO TOP

VIII. Update Log BACK TO TOP

4/23/2012

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


 

CONTACT US

finance@princeton.edu
Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle

FINANCIAL SERVICE CENTER

7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm

SERVICES INCLUDE

Customer service, cashiering,
check pick-up, financial system access

FINANCE NEWSLETTER

The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

Download Current Issue
Download Past Issues
Subscribe

WE WANT YOUR FEEDBACK!

How can we better serve you? Submit comments, questions, and ideas to our customer service department.

finance@princeton.edu