Disposition of Computer Hardware |
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| WNMU shall erase all licensed software (including operating system) and data and any electronic media pertaining to WNMU from computer hardware before disposing of it. WNMU will certify in writing the erasure of the hard drive and submit the certification along with the notification of the proposed disposition of property to the State Auditor at least thirty days prior to physical disposition of the hardware. WNMU shall prefer to dispose of computer hardware through the means outlined in 13-6-1-D of the New Mexico Statutes Annotated 1978 (e.g., by sale or donation to other public institutions or through sealed bid or public auction). Buyers at public auction will provide written assurance that computer hardware will be disposed of in an environmentally safe manner. Computer hardware that is too unusable or obsolete for disposition by the means outlined in 13-6-1-D of the New Mexico Statutes Annotated 1978 shall be treated as hazardous materials and destroyed or disposed of in an environmentally safe manner. Approved By: Policy Committee Date: 6/17/03 |
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Computer Disposition Procedures |
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| 1. WNMU staff wishing to dispose of computer hardware will fill out an equipment transfer form and will deliver the hardware to a central receiving area in the Old Student Memorial Building. 2. An inventory clerk will receive the equipment. 3. Once a week an IT staff member will review the equipment in the central receiving area and assess the usability of the hardware. This step requires a workstation, assessment tools, and a telephone in the central receiving area. 4. If the hardware can be deployed in another department at WNMU, the IT staff member will fill out the equipment transfer form accordingly. 5. If the hardware is unusable or obsolete, the IT staff member will: · Erase all electronic media from the hard drive(s) (if applicable) · Fill out certification form indicating the hard drive has been erased · Notify the accountant in the Business Office that equipment is ready for disposition 6. The IT staff member will return the certification form to the accountant in the Business Office. The accountant will send the original certification form to the State Auditor. A copy of the certification form will be filed in the Business Office files. 7. When the accountant has completed the inventory, Maintenance will be notified to begin the disposal process. All hardware deemed unusable or obsolete will be transferred ONLY to Maintenance. It may not be used elsewhere on campus without the express written permission of the IT director (e.g. as parts for the hardware maintenance class). 8. Maintenance will house computer hardware for at least 30 days before disposition. Approved By: Policy Committee Date: 6/17/03 |
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On-Call Policy – Maintenance |
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Exempt staff will rotate being on call. An on-call list will be distributed across campus. If employees of WNMU are in need of assistance, they will contact the individual on-call. The individual on-call will then contact the appropriate employee to resolve the problem. If the employee called in to resolve the problem is non-exempt, he/she will be paid or allowed to accrue compensatory time according to staff handbook policies. Approved By: Policy Committee Date: 8/19/03 |
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Accounts Payable Check Approval Policy |
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Only invoices $500 or over will require approval. If a check amount exceeds $7,500 with all invoices under $500, this check would require approval. Wal-mart and the vendor with which the procurement card purchases are made are handled as noted below. All Wal-mart checks will be approved for individual invoices $500 and over. All procurement card checks will be approved for individual purchases $500 and over. Approved By: Policy Committee Date; 6/17/03 |
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Addendum to Procurement Policy |
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Anti Donation Guidelines for Public Funds (Agency Funds are not Public Funds) Gifts: Faculty/Staff/Students – Gift of nominal value (not to exceed $75) can be given. Gifts should relate to the mission of the University or the function of the individual. Under no circumstances can cash be given. Gifts: Public Individuals – Public funds can be used to pay travel, lodging and meals for the individual if the trip is related to WNMU’s constitutional mission. Public funds can also be used for reasonable refreshments, decorations, and entertainment and can be used to give gifts of value that is commensurate with the value the individual is adding to the University. Awards: Faculty/Staff – Awards can be given prospectively. Awards cannot be given for services previously rendered. Monetary awards will become part of the compensation package for the individual for the next fiscal year and will cease to be paid if employment is terminated. The individual will also have the ability to use the funds for University travel or supplies if he/she so chooses. Refreshments for University Meetings/Activities – Public Funds can be used for refreshments, decorations and entertainment for functions that relate to WNMU’s constitutional mission. Birthday cakes and similar items are not allowed. Scholarships – Public Funds cannot be used to fund scholarships unless a formal scholarship program is established. To be permissible a scholarship must be for the purpose of obtaining public education provided by a governmental entity, awarded in accordance with a rational and even-handed policy, and within the granting agency’s constitutional or statutory authority. Membership Dues Employees -- Public Funds can be used to pay membership dues for employees if it is part of their employment contract and the membership supports the University’s Constitutional Mission. Ticket Purchases: Faculty/Staff – Public Funds cannot be used to purchase entertainment tickets of any kind (to include sporting event tickets). Ticket Purchases: Students – Public Funds can be used to purchase entertainment tickets for students if the event is related to the student’s educational program. Approved By: Policy Committee Date: 8/19/03 |