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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 HelpDesk for 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.

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

Procedure to commence a lease:

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 faxed to Finance and ITCS HelpDesk 7339. (failure to fax a copy of the order to the HelpDesk will result in payment for the order being delayed until a properly authorised order has been sighted by the helpdesk)

The supplier 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 Client Support Services Manager/HelpDesk Co-ordinator the goods schedule.

Client Support Services Manager/HelpDesk Co-ordinator 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 Client Support Services Manager.

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. Return the asset, no replacement required.
    3. 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 2 months notice of return of assets, your response must be received by ITCS 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. ITCS HelpDesk 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. Return the asset, no replacement required:
      ITCS 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 HelpDesk 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.
    3. Return the asset and replace with another LEASED standard desktop pc:
      ITCS 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 HelpDesk 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 ITCS 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: http://my.acu.edu.au/35047
  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 must be properly addressed in the following way:

From:
Client for Macquarie Bank Ltd
T2 Code
Asset Number
Send to:
Reboot PC logistics
Unit 1
391 Park Rd
Regents Park NSW 2143

Preferred Supplier

Dell
Contact: Jason Greenaway
Email: jason_greenaway@dell.com
Tel: (02) 8972 5899
Fax: (02) 8972 6899
Covers: All campuses 
More information: Dell ACU Employee Purchase Program