Before You Begin
- An ITS quote or e-quote for the equipment — the staff and faculty standard forms both ask you to attach it
- Your department and campus extension
- The funding source: faculty choose IFA, start-up funds, or other; staff purchases go to the account their account administrator approves
- The spend category values the purchase is charged to — Program, Project, Grant, Gift, Cost Center, Fund, Function
- The maximum you are authorizing. The form charges up to that amount plus tax and shipping
- Faculty only: whether the equipment is standard or non-standard — ITS confirms this when performing a purchase consultation
Which Form Do You Need?
All three are fillable PDFs — type into them in Acrobat or Preview, or print and complete them by hand. Each one needs a different set of signatures before ITS can order anything.
Staff Purchases
Technology bought on a department account for a staff member or a department.
- Attach your ITS quote or e-quote
- Spend category label
- Signed by your account administrator
Faculty — Standard Equipment
Faculty purchases of equipment ITS supports, using IFA, start-up, or other funds.
- Attach your ITS quote or e-quote
- Funding source and spend category label
- Signed by you, then the Treasurer’s Office
Faculty — Non-Standard Equipment
Faculty purchases of equipment outside what ITS supports. It carries an acknowledgement that ITS will not support it.
- Account number and an up-to amount
- Meet with ITS before you submit it
- Four signatures, ending with the Dean of the Faculty
Start with an ITS Purchase Consultation
Every purchase starts with an ITS purchase consultation. Contact the Help Desk with details about what you need and how you plan to use the equipment. ITS will determine whether the equipment is standard or non-standard. For standard equipment, please keep the quote provided by ITS, as both the staff and faculty standard purchase forms instruct you to attach it.
Download the Right Form
Pick from the three above: staff, faculty standard equipment, or faculty non-standard equipment. Faculty buying equipment ITS does not support need the non-standard form, and they need to meet with ITS before submitting it.
Not sure which one to choose? Ask when you request the purchase consultation. ITS can then confirm whether your selected equipment is standard.
Fill In Your Details and the Items
All three forms open the same way: last name, first name, department, and campus extension. Under Description of Items to be Purchased, list what you are buying — for standard equipment, the attached quote includes the model numbers and pricing, so a brief description along with “See attached quote” is sufficient.
Enter the Funding and the Amount
Faculty forms ask which funds you are using — IFA, start-up funds, or other. The staff and faculty standard forms then ask you to authorize ITS to charge up to a stated amount, plus tax and shipping, and to complete the Spend Category Label row: Program, Project, Grant, Gift, Cost Center, Fund, and Function. The non-standard faculty form asks for an account number and an up-to amount instead.
The amount is a ceiling, not an estimate. Tax and shipping fall outside it. If your quote changes before the order goes in, check with ITS rather than assuming the authorization still covers it.
Collect the Signatures Your Form Requires
This is where the three forms differ most. Each signature block asks for a printed name, a signature, and a date — the routing table below shows who signs what, in order.
| Form | Signatures, in order |
|---|---|
| Staff | 1. Account administrator → 2. Treasurer’s Office (account/fund verification) → 3. ITS approval |
| Faculty — standard | 1. Faculty member → 2. Treasurer’s Office (account/fund verification) → 3. ITS approval |
| Faculty — non-standard | 1. Faculty member → 2. ITS acknowledgement → 3. Treasurer’s Office → 4. Dean of the Faculty |
The last block on the staff and faculty standard forms — ITS approval, ordered by, date ordered, vendor, and PO number — is marked Completed by ITS. Leave it blank.
Send the Completed Form to Jennifer Perez
Once you have consulted with ITS and all required approvals on the form have been signed, email the completed form to Jennifer.Perez@cmc.edu. All three forms are submitted to the same place. ITS then approves the requisition, places the order for standard equipment, and records the vendor and PO number on the form itself.
Consultation and approvals come first. Send the form once it is signed, not before. The forms also print a delivery address — Information Technology Services, Roberts South, Room 12 — if you would rather hand yours in.
What “Non-Standard” Means for Faculty
Faculty may elect equipment outside what ITS supports. The non-standard form is the acknowledgement that you have met with ITS, read the Faculty Guide to IFA Purchasing of Technology at CMC, and understand what does not come with the purchase.
- Installation and support of CMC-licensed software
- ITS support for hardware, software, and software installation
- Access to CMC’s wired network and the resources that come with it — printing, shared drives, your U: drive
- Support for hardware upgrades, troubleshooting, or a loaner while the equipment is being serviced or repaired
- Handling of warranty issues — replacement parts, asset records, and negotiation with the vendor
The Four-Year Rule on IFA Purchases
Both faculty forms carry the same clause. After four years, technology purchased with IFA funds becomes a zero-dollar asset and may be retained by the faculty member for personal use. At that point it is no longer CMC property, so it is no longer supported by ITS — and it is the faculty member’s responsibility to remove any CMC-licensed software from it, or to return the item to ITS for proper disposal.