Personal Computer Policy

Overview

Under the University's Personal Computer Policy, integral personal computer components, once assembled to a central processing unit  (CPU) that meet the definition of equipment should be tagged and inventoried as a single equipment item.  An individual personal computer workstation consists of a CPU, operating system, monitor, keyboard, mouse, desk printer, external modem, external and internal drives, and drives installed within the purchased CPU.  The personal computer and attached peripherals should be restricted to a single location.  Networked accessories, such as a shared printer or scanner, should not be included in a computer system.  Linked hard drives/CPUs should be treated as multiple units and not a computer system unless they qualify as a computer cluster under the University's Computer Cluster Policy.  

If possible, personal computers should be purchased from a single purchase requisition. The cost of the personal computer should not include consumable supplies, or manuals.  

If multiple purchase requisitions have been used to form a personal computer, a journal voucher (JV) may be requested to accumulate all 05-40 expenditures into the appropriate 06-XX object code.  Secondary requisitions will not be allowed to use 06-XX object code unless the acquisition meets the definition of equipment.

Procedure

  • Make your purchase using the procedures outlined under one of the following acquisition methods.  Please be sure to use the appropriate object code for your purchase. 
  • If the personal computer totals $2,000 or more, within 24 hours of receipt, tag the CPU in a visible place (not on the back) and enter it into OASIS as a "T" status asset.  Information to be entered should include:
    • UW Tag Number (contact your departmental inventory person)
    • Description
    • Manufacturer
    • Model
    • Serial Number
    • Custodian/User
    • Building
    • Wing
    • Room Number
    • Status (enter - T)
    • Requisition Number 
    • Accountable Budget
    • Total Cost
    • Class Code
    • Date Received
    • Acquisition Method (enter - PO for Purchase Order, EP for eProcurement, or PC for ProCard)
  • Equipment Inventory will review the OASIS entry for complete information and approve the asset.  
  • If the personal computer totals less than $2,000, a department still has the option to tag it and enter the data into OASIS. There are three differences in procedure:
    • Use a "purple" (non-inventorial) tag instead of a white tag;
    • Use Status "N" (non-inventorial) instead of "T"; and     
    • There's no Equipment Inventory involvement.

Forms

Optional - UW Equipment Information (Orange) Card

 

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