ICT Equipment and Procurement Policy
Responsibility for policy: Director of Information and Technology Services
Approving authority: Assistant Vice-Chancellor (Student and Information Services)
Last reviewed: February 2010
Next review date: February 2013
Application
1. This policy applies to all staff of the University of Waikato.
Scope
2. This policy applies to Information and Communication Technology (ICT) equipment, whether
hardware or software, purchased with University, Research Trust or external research funds.
Purpose
3. The purpose of this policy is to set out the principles that apply to the procurement, management
and replacement of ICT equipment.
Related documents
4. This policy should be read in conjunction with the following documents:
 ICT Capital Equipment Guidelines and Procedures
 Provision of Computers for Staff and Recycling and Disposal of University Computer
Equipment Policy
 Procurement Policy
 Occupational Overuse Syndrome Prevention Policy
 Staff Code of Conduct
 PCard Policy
 PCard Terms and Conditions
Definitions
5. In this policy:
ICT equipment means desktop computers, laptops, servers, monitors, printers, audio-visual (AV)
equipment, software and network equipment, but excludes IT consumables such as printer
cartridges
ICT capital equipment means ICT equipment capitalised in accordance with this policy
standard system bundle means all the components included in a standard package when a
computer is purchased
custom system bundle means all the components selected as part of a customised computer
purchase
capitalised means recorded on the University's Fixed Asset Register, allocated an asset number,
and subject to depreciation
AV equipment means audio-visual teaching materials or aids, including digital cameras and data
projectors.
Coordination of ICT equipment budget and procurement
6. The Director of Information and Technology Services is responsible for:
a. coordinating the University's ICT capital equipment purchases so that the University fully
leverages its purchasing power to achieve the best pricing possible
b. ensuring that appropriate specialist ICT procurement advice is provided by Information and
Technology Services
c. coordinating the annual preparation of the University's ICT capital expenditure budget in
consultation with Deans, Directors and equivalent, for consideration by the ICT Committee
d. ensuring that the cost of ICT capital equipment purchases can be met within the approved
annual ICT budget.
7. The ICT Committee is responsible for recommending the annual ICT budget, including priorities
for ICT capital expenditure, to the Vice-Chancellor for approval.
Capitalisation of ICT equipment
8. Any item of ICT that costs $2,000 or more and has a lifespan estimated by the Financial
Management Manager of more than 12 months must be capitalised.
9. All servers, desktop computers, laptops, AV equipment held as part of the Information
Technology Services pool, monitors and printers must be capitalised, regardless of their cost and
regardless of whether components are purchased separately or as part of a standard system
bundle or a custom system bundle.
10. Any item of ICT that falls outside the categories set out in sections 8 and 9 above must not be
capitalised.
Purchases through the ICT capital expenditure budget
11. Unless it is being purchased using Research Trust or external research funds, the cost of ICT
capital equipment must be met through the University's ICT capital expenditure budget.
12. The purchase of ICT capital equipment using the ICT capital expenditure budget is subject to the
approval of the ICT Committee.
Purchases through Research Trust or external research funds
13. ICT equipment purchased through Research Trust or external research funds, rather than the ICT
capital expenditure budget, is the property of the University and must be capitalised if it meets the
criteria set out in sections 8 or 9 above.
Purchase and replacement of ICT equipment
14. Staff who wish to purchase ICT equipment, whether the item is to be capitalised or not, must do so
through Campus Computers, and must select from the available options.
15. Where the relevant Dean, Director or equivalent wishes to purchase a new (as opposed to
replacement) item of ICT capital equipment, unless it is being purchased with Research Trust or
external research funds, he or she is responsible for preparing a business case for consideration by
the ICT Committee; the business case must include a justification for the purchase.
16. Where the relevant Dean, Director or equivalent wishes to purchase a specialised item of ICT
capital equipment for medical reasons, the business case required under section 15 must also
include a recommendation by the University Health and Safety Coordinator.
17. Business cases submitted under sections 15 and 16 are subject to approval by the ISPC.
18. Staff who wish to purchase an item of ICT equipment that must be capitalised under sections 8 or
9 above, must use the appropriate capital account code from the following:
 PF40/7530: computer equipment, monitors, printers, network equipment
 PF45/7531: AV equipment
 PF10/7400: software
19. Staff who wish to purchase an item of ICT equipment that is not to be capitalised under section 10
above, must use the appropriate expense account code from the following:
 PM40/4601: computer equipment <$2,000
 PC12/4251: software purchase
20. Before purchasing a replacement for an existing item of ICT capital equipment, staff must ensure
that the item being replaced is recorded on the Fixed Asset Register and is flagged on the Register
as being eligible for replacement through the ICT capital expenditure budget.
21. ICT capital equipment purchased through Research Trust or external research funds is not eligible
for replacement through the ICT capital expenditure budget.
22. ICT capital equipment funded from the ICT capital expenditure budget is eligible for replacement
in accordance with the replacement cycles set out below:
 all desktop computers (including laptops): 5 years
 servers: 5 years
 monitors: 5 years (unless it is a high usage monitor in a 24-hour lab, in which case it may
qualify for a shorter replacement cycle).
23. Replacement of ICT capital equipment earlier than scheduled under section 22 above, due to
damage, loss or theft, is subject to the approval of the relevant Dean, Director or equivalent; where
the replacement is not covered by insurance, it will be funded through the ICT capital expenditure
budget.
Management and security of ICT capital equipment
24. The Director of Information and Technology Services is responsible for ensuring that appropriate
processes are in place so that:
a. asset numbers and labels are supplied for all ICT capital equipment, and
b. serial numbers of major components of ICT capital equipment, and other components as
required, are recorded in the relevant database.
25. Deans, Directors or equivalent are responsible for ensuring that appropriate processes are in place
in their areas of responsibility so that:
a. the correct asset labels are affixed to all ICT capital equipment
b. the location of ICT capital equipment is recorded using the software tools provided by
Information and Technology Services
c. the disposal of any ICT capital equipment is in accordance with the ICT Capital Equipment
Guidelines and the Provision of Computers for Staff and Recycling and Disposal of University
Computer Equipment Policy
d. Campus Security is notified, as soon as practicable, in the event of the theft of any ICT capital
equipment.
26. When faults occur with ICT equipment outside the warranty period, maintenance and repair costs
must be covered by the relevant Faculty/Division or equivalent.
Responsibility for monitoring compliance
27. The Director of Information and Technology Services is responsible for monitoring compliance
with this policy, and reporting any breaches to the Assistant Vice-Chancellor (Student and
Information Services).
28. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.
Waivers and variations
29. Only the Assistant Vice-Chancellor (Student and Information Services) has authority to waive or
vary the provisions of this policy in individual cases.