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Summary
This article provides an overview of the reimbursement process for technology purchases. This process is not used for software, the software process can be found in our Software Procurement Process KB.
Environment
Technology Services, LSA Procurement, TDX, OPS
Directions
Technology Services & LSA Procurement prefer that all technology is purchased in partnership with Tech Services before any purchases are made. Occasionally, users may have a need to purchase items on their own and request reimbursement.
Each department handles reimbursements differently but all LSA departments are aligned that before any payment can be processed for the user, it will require an approval from Tech Services.
To gain approval, users are being asked to email Tech Services. Because our purchasing teams across the university may not be as well versed in technology as our teams, we've let them know that it's better to error on the side of caution and ask for approval then accidentally miss something we needed to know about. We set the expectation that felt easy & clear for purchasing teams of requesting approval for computer, monitors, displays and mice but occasionally other items may come through too.
To grant approval to the user for accessories, just respond in the ticket using the communication template. It can be found in the templates section of the update tool bar in TDX. Templates > Software Procurement > Reimbursement Approval - Non Software.
Before granting approval for reimbursements of computers, the computer must be on the LSA build & inventoried in TDX. If a user feels the computer should be off build they will need to work the self managed device process. Once either of these conditions are met you can proceed with providing the approval email by using the same communication template. Templates > Software Procurement > Reimbursement Approval - Non Software.