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Laptop Procurement Procedure

This document details the procedure for the procurement of laptops by full-time Academic Staff, Research Project Managers and Marie Curie Fellow Supervisors, and the services offered thereafter.

The above categories interested in the acquisition of a laptop using EUI or external funding (i.e. lump sum, prestation hors contract, etc.) have the choice from among various options:

 

What is offered

Procedure

  • Fill out the online Procurement Request Form.
  • You are required to provide source of funding and justification.
  • Upon receipt of the form, the Purchase Office will notify the relevant Financial Manager for the verification of the source of funding and the creation of the commitment.
  • The order will be placed as soon as the proof of financial commitment has been received by the Purchase Office.
  • Proof of the order will be communicated by the Purchase Office.

Delivery

  • Some days are needed for the registration of the laptop to your name, and for installing the campus licensed software on the laptop.
  • Information on the delivery of the laptop will be communicated to the requester by the Purchase Office and the laptop will be delivered by your local ICT User Support.
  • Upon receipt of the laptop, the user will be required to sign an Acknowledgement of Receipt of Goods.

Support

  • You will receive assistance from the ICT Service for the laptop when needed.

When you leave

  • You will have an option to redeem the laptop (please notify the Purchase Office at least 3 months ahead), otherwise you will be requested to return it to ICT service.

What is offered

  • The ICT Service may assist you to acquire a laptop of your choice but only of the following brands:
    • Dell
    • Apple
  • A set of minimum requirements is mandatory (i.e Operating Systerm in English, etc.): if these are not met, the purchase request will NOT be authorised.
  • Non-standard laptops are shipped from abroad and usually take a long time to arrive. Depending on the specifications requested this can take from 5 to 8 weeks.
  • Pricing may vary depending on the configuration chosen.

Procedure

  • Fill out the online Procurement Request Form.
  • You are required to provide source of funding and justification.
  • Upon receipt of the form, the Purchase Office will notify the relevant Financial Manager for the verification of the source of funding and the creation of the commitment.
  • The order will be placed as soon as the proof of financial commitment has been received by the Purchase Office.
  • Proof of the order will be communicated by the Purchase Office.

Delivery

  • Some days are needed for the registration of the laptop to your name, and for installing the campus licensed software on the laptop.
  • Information on the delivery of the laptop will be communicated to the requester by the Purchase Office and the laptop will be delivered by your local ICT User Support.
  • Upon receipt of the laptop, the user will be required to sign an Acknowledgement of Receipt of Goods.

Support

  • You will receive assistance from the ICT Service for the laptop when needed but resolution is not guaranteed (support on "best effort" basis).

When you leave

  • You will have an option to redeem the laptop (please notify the Purchase Officer at least 3 months ahead), otherwise you will be requested to return it to ICT service.

What you are requested to

  • Provide Purchase Office with the technical specifications of the laptop and wait for ICT Service's written approval.
  • After submitting the Purchase Request Form (see Procedure here below), and before buying the laptop, wait for Financial Manager's written approval.

Procedure  

  • Fill out the online Procurement Request Form.
  • You are requested to provide source of funding and justification.
  • Upon receipt of the form, the Purchase Office will notify the relevant Financial Manager for the verification of the source of funding and the creation of the commitment.
  • Wait for Financial Manager's written approval to proceed with the purchase.

Delivery

  • The requester should submit the proof of purchase to the Financial Manager, who will ensure that the provisional commitment suffices.
  • The requester must deliver the goods (new and untouched) to the local ICT User Support.
  • Some days are needed for the registration of the laptop to your name, and for installing the free campus licensed software.
  • Information on the delivery of the laptop will be communicated by the Purchase Office.
  • Upon receipt of the laptop, the user will be required to sign an Acknowledgement of Receipt of Goods.

Support

  • You will NOT receive assistance from the ICT Service for the laptop.

When you leave

  • You will have an option to redeem the laptop (please notify Purchase Office at least 3 months ahead), otherwise you will be requested to return it to ICT service.

What is offered

  • The EUI can install some licensed software on your personally-owed laptop for the time of your contract, after which the software needs to be deleted.

Support

  • You will NOT receive assistance from the ICT Service for the laptop.

 

 

Page last updated on 20 February 2019