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New Computers and Equipment

To lease a computer, you must first obtain a quote from an ACU preferred supplier. If you have any problems please contact the HelpDeskfor assistance.

A preferred supplier is a supplier that has agreed to provide 3 year onsite warranty, and provide the required asset details to Macquarie in ACU's required format.

Please note the current preferred PC (includes desktops, laptops and servers) supplier is dell.

The Cost centre manager is responsible for managing the leased assets that are leased within their cost centre.

Procedure to commence a lease:

You are able to lease standard equipment directly through the IT Purchasing website:

Or

The user fills out a purchase order form with appropriate authorisation as for a purchase.

The purchase requisition has the following additional details provided to the supplier

  • user name
  • Campus
  • T2 code
  • "To be leased through Macquarie Bank"

The completed purchase order is processed the same way as a normal purchase order, with a copy of the order being sent to IT Purchasing. IT Purchasing will arrange delivery directly with the user.

The machine is delivered

Vendor invoices Macquarie for the machine with the following information:

  • ACU Purchase order number
  • Asset Description
  • Barcode number
  • Serial number (if there is one)
  • Cost Centre T2
  • Campus location
  • user name

Macquarie sends IT Purchasing the goods schedule.

IT Purchasing checks that each new item has a matching purchase order and that the item has been delivered, the Client Support Services Manager then authorises the goods schedule.

An invoice is raised by Macquarie, sent to IT Purchasing for signature by the Client Support Services Manager or Director.

Attached with each invoice is a breakdown (one page for each T2 code) of the following information:

  • Asset Description
  • Barcode
  • Serial number
  • Purchase Price
  • Rental
  • Start date
  • End date
  • Cost centre T2
  • Campus
  • User
  • totals by T2 and location

The invoice is forwarded to Finance for payment and distribution of asset and leasing costs to each cost centre manager.

Procedure to complete a lease:

The procedure for completing a lease contract is as follows:

  1. 3 months prior to the end of the lease, Macquarie will contact the HelpDesk with the details of the equipment that will be coming out of lease.
  2. The HelpDesk will notify the Manager of the cost centre responsible for the equipment that is coming out of lease.
  3. For each leased asset, Managers must choose a course of action:
    1. Purchase the asset.
    2. Purchase and New Lease
    3. Return the asset, no replacement required.
    4. Return the asset, no replacement required.
    5. Return the asset and replace with another leased standard desktop pc.

      In order to choose any of the return options you must have all power cords, monitor cables, keyboard, mouse and any other peripherals which may have been supplied at the time of leasing, including the Microsoft license sticker. Locating these items is the responsibility of the cost centre holding the lease.

      Since Macquarie requires at least a months’ notice of return of assets, your response must be received by IT Purchasing within the month. If it is not possible to locate all the parts of leases assets, the cost centre will have no alternative but to purchase the asset. This will also be the default option if no response is received from the cost centre before Macquarie's deadline for notification of return.

  4. IT Purchasing will forward a consolidated list to Macquarie formalising ACU's response to Macquarie.
  5. If the cost centre chooses to
    1. Purchase the asset:
      No Further action is required, as Macquarie will bill the cost centre on the next lease payment.
    2. Purchase & New Lease
      The signatory will receive a payout figure sent by Macquarie to IT Purchasing and forwarded. They are to inform IT Purchasing if they are happy with the amount and wish to go ahead with the purchase.
    3. Return the asset, no replacement required:
      IT will arrange packaging and return of assets. All costs incurred with packaging and shipping will be charged to the relevant cost centre.
      IT Purchasing will prepare an electronic copy of the Notice of Intent to Return (NITR).
      This must be completed by the Campus Co-ordinator indicating total number of cartons shipped. The completed electronic copy should be sent to IT Purchasing upon dispatch of the consignment.
      A hard copy of the NITR is to travel with the courier to be signed by the consignee. This must be retained by the Campus Co-ordinator as proof that the cartons were delivered.
    4. Return the asset and replace with another leased standard desktop pc:
      IT will arrange package and return of asset. All costs incurred with packaging and shipping will be charged to the relevant cost centre.
      HelpDesk will prepare an electronic copy of the Notice of Intent to Return (NITR).
      This must be completed by the Campus Co-ordinator indicating total number of cartons shipped. The completed electronic copy should be sent to IT Purchasing upon dispatch of the consignment. A hard copy of the NITR is to travel with the courier to be signed by the consignee. This must be retained by the Campus Co-ordinator as proof of the number of cartons delivered.
      The completed and signed 'leased asset election form' is taken as approval for IT to arrange a replacement machine at the cost centres expense.
      Please Note: where the machine is subsequently not returned, the old leased machine will automatically be purchased by the cost centre as well as the new leased machine.
      The machine will be to the standards as supplied on ACU's website at the time of replacement.
  6. Packaging Check list:
    1. Power cords for all assets
    2. Operating systems for all notebooks and desktop PCs (Manual with Certificate of Authenticity ("COA") sticker and CDs, or COA sticker on asset).
    3. VGA cables for monitors
    4. Transformers, spare batteries, docking stations, removable drives, network cards and dongles for notebooks
    5. NB: pack the power cords, VGA cables, operating systems, accessories, etc with the asset they were leased with. Please do NOT pack them separately, as they will be noted as missing when the asset is surveyed on return.
    6. All passwords (including BIOS/CMOS and hard disk encryption passwords) must be removed from notebooks, PCs, photocopiers, etc.
    7. Any stickers (except Mircosoft COA and Macquarie Bank barcode stickers) decals, security chains must be removed.
    8. All equipment being delivered to our agents must be properly wrapped and packed for transport.

All assets will be collected by Macquarie.

Preferred supplier

Dell

Contact:
Denise Keogh
Email:
denise_keogh@dell.com
Phone:
(02) 8972 5898
Fax:
(02) 8972 6898
Covers:
All campuses
More information
Dell ACU Employee Purchase Program