Resource Materials – Software, Books, and Educational Media
How to Order Software—Faculty & Department Purchases
If you would like to order software out of your department's operating budget or a capital budget and the software is less then $5,000 please fill out a requisition and send it to Surrey Bookstore, enquires to local 2353, or by email booksoft@kwantlen.ca.
If you would like to order software out of your department's operating budget or a capital budget and the software is more then $5,000 please fill out a requisition and send it to IET who will provide a review authorization and send the requisition to Purchasing. Please note that Purchasing cannot process any requistions for software prior to a review authorization from IET.
If you would like to order software and require funding for it, you can make an application for funding to the CAT (Consultative Administrative Technology).
Software approved through the CAT application process will be processed through a requisition provided by IET.
Faculty making requests for software that will be installed in the student labs connected to the network must refer to Kwantlen's Software Policy D.4. Please take special notice of the role that faculty play in testing the software and in the associated timelines.
How to Order Software—IET Purchases
IET Department needs for classroom or administrative licenses under $20,000 will use the HEITBC Provincial Master Agreement standing (www.heitbc.ca) purchase order for CAT capital purchases and IET operating needs when possible.
IET Department needs for classroom or administrative licenses over $20,000 or when the HEITBC Provincial Master Agreement standing purchase order is not possible will submit a requisition to the Purchasing Department.
IET will work with the HEITBC and sales team to ensure the right educational licenses are identified and obtained when needed. The contracted vendor will provide a report of all transactions and maintain a master database to assist in tracking software ownership for Kwantlen.
Ordering Books and Educational Media—Faculty & Department Purchases
If you would like to order resource materials out of your department's budget the following options are available:
Please be aware that ordering Instructor copies of textbooks from publishers in the USA will incur brokerage charges as they cross the border. These brokerage charges are the responsibility of the Department/Initiator and will be charged against your ORG code.
Purchases less than $750 that does not require Special Order Service as the product code, title, and vendor is known – you can use your Kwantlen P-Card, submit a Requisition to Kwantlen Purchasing Office, or use the value-added Kwantlen Bookstore Special Order Service.
Purchases greater than $750 that does not require Special Order Service as the product code, title, and vendor is known – you can submit a request to the Kwantlen Bookstore, or use the value-added Kwantlen Bookstore Special Order Service.
Purchases requiring Special Order Service when complete information about product code, title, and vendor is not known – please use the value-added Kwantlen Bookstore Special Order Service by contacting their Special Orders Department at phone 604.599.2921 or fax your request to 604.599.2262 or email karen.regan@kwantlen.ca
Leasing Computers—IET Purchases – October 2008
| Process | Purchasing Computers | Leasing Computers – IET Purchases |
|---|---|---|
| Purchase Decision | IET to identify new Computer Desktop or Laptop needs and specifications | no change |
| Vendor Selection | Purchasing working with IET will establish Quotes and Contracts with a selected Suppliers | no change |
| Request Submission | IET submits electronic Requisition with Equip Quote from selected Supplier |
IET obtains Preliminary Quotes from hardware supplier. Purchasing obtains final Hardware Quote with Soft Costs shown seperately. Purchasing sends Hardware Quote to Lease Firm to obtain Interm Lease Estimate (non-binding) with monthly payments, lease period, residule value and buy back cost IET submits Requisition Form G2517 in specified format committing to the Hardware Quote and Lease Estimate |
| Account Code | Various Account Codes | Org code 968588 IET Tech Cap Lease with Account 7347 |
| Purchase Order | Purchasing to issue an A-PO based on the Quote to selected Supplier |
Purchasing to create a Lease File and issues a LPO # with Letter of Intent to Lease Firm based on their Interm Lease Estimate Lease Firm will send their PO Document to the hardware supplier |
| Inventory Record | Purchasing to issue K-Tag asset label for each computer and enter asset information and serial numbers in Banner POM Inventory |
IET will issue colour coded L-tag lease label with date and tag number for each leased computer. Leasing Firm will provide Goods Schedule database and IET will add L-tag number as a cross reference. Purchasing will add L-tag number sequence to the Lease File |
| Receiving Delivery | Supplier ships Computers to Kwantlen IET advises Finance when Goods Received and Accepted |
Hardware supplier ships Computers to Kwantlen based on Lease Firm's PO Lease Firm liases with IET to confirm hardware is recieved and accepted. |
| Goods Schedule | not applicable |
Lease Firm upon reciept of supplier's invoice will email a Good Schedule to IET and Purchasing - including the expected Start and End Dates in email. Note: Lease begins once the Goods Schedule is signed and not upon receipt of computers. IET confirms quantity, specifications, and costs match the hardware shipment; and then returns signed Good Schedule to Lease Firm IET will provide copy of signed Good Schedule to A/P for audit purposes, along with placing Good Schedule on common drive Purchasing will set-up a Confirmation LPO in Banner as an internal document |
| Insurance Coverage (Faculty and Student Laptops not covered) |
not applicable all assets owned by Kwantlen are covered by UCIPP Risk Management |
Purchasing to fax Insurance Request Form with Goods Schedule to UCIPP |
| Invoice Process | OEM Supplier submits Invoices to Finance as per instructions on PO including the A-PO number. |
Lease Firm submits Invoice to Finance Finance matches Invoices to costs and terms on Good Schedule, and pays against the LPO. |
| Sale Leaseback | not applicable | Small orders of computers urgently required can be purchased and then sold-leased-back twice per year by reporting after the fact and following the above state procedures. |
