UW-Stout Administrative Procedure
Office:
Number:
Subject:
Effective:
Last Revision:
I.
Procurement and Materials Management
035
Computer Cost Share Program
1/12/11
5/7/12
Purpose
The purpose of this procedure is to provide guidelines and procedures for the computer
cost share program.
II.
References
The memo sent to the Chancellor’s Advisory Council annually by the Vice Chancellor ASLS.
Computer Cost Share Purchase Form
ASK5000 Computer Inventory
III.
Procedures
The Computer Cost Share Program is ongoing, and base funding is provided by the
Chancellor’s Office. The guidelines are:
A. For faculty and instructional staff, as well as other interested employees, up to 50%
($2,150 maximum for laptops and $1,550 maximum for desktops) toward the
acquisition cost of a laptop or tablet computer will be provided.
B. The program is designed to purchase computers for faculty, academic staff, and
classified employees payrolled at least 50% on 102 departmental accounts or 131
enrollment growth accounts.
C. The funding is prorated based on the employee’s payroll through the 102
departmental account or 131 enrollment growth account.
Employees holding positions funded 100% through the 102 or 131 account receive
50% toward the acquisition cost.
Employees holding positions funded 50% through the 102 or 131 account receive
25% toward the acquisition cost.
D. Departments are encouraged to acquire the recommended configuration that may
include a docking station, auxiliary monitor, and keyboard. Deans are authorized to
make exception for faculty and instructional staff for whom a laptop is not
appropriate. These exceptions will be monitored at the university level.
AP035
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E. The program will fund one replacement computer per employee, every 4 years.
F. The computer cost share program will not fund two computers for one employee.
Neither should employees be authorized to have a university computer at home and a
second university computer at work.
G. The program will run continuously throughout the fiscal year. Computers can be
purchased at any time by completing the Computer Cost Share Purchase Form.
H. For every computer purchased with program funds, the department must surplus one
computer—unless that computer is assigned to a different employee and the
ASK5000 computer inventory is updated to reflect the new assignment.
I. The Computer Cost Share Purchase Form will serve as the purchase requisition form;
the department requisition form for computer maintenance, network connection and
software; and the budget transfer form. Purchasing information is available at the
Procurement and Materials Management website.
J. Approved vendor brands have been provided by the Chancellor’s Advisory Council
and include HP and Apple.
K. Computers and related costs will be expensed directly to the department account
identified on the Computer Cost Share Purchase Form. The university’s share of the
cost (up to $2,150 for laptops and up to $1,550 for desktops) will be transferred to the
department’s 102 account.
L. A department may use 102, 128, 150, or 151 accounts to cover the department’s share
of the cost.
The following Academic Programs may order Apple/Mac computers:
A. Art Education (School of Education)
B. Art (Art and Design; Gaming)
C. Graphic Communication Management (in the Department of Apparel &
Communication Technology)
D. Technical Communication (English Department)
Any other department that orders an Apple/Mac computer must have a completed
Exemption Form for Non-Standard Computer. This must be done each time a computer
is ordered.
IV.
Records
Accounting Services office will have primary responsibility for record keeping and
ensuring compliance with this procedure. This includes a quarterly report available on
BFS’s website within 2 weeks of the end of each quarter.
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V.
Approvals
Brent Tilton, Director
Procurement and Materials Management
Date
Kim Schulte-Shoberg, Director
Business and Financial Services
Date
Phil Lyons, Interim Vice Chancellor
Administrative and Student Life Services
Date
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Appendix: Program Review Log
Review Date
Changes Made to Program
Reviewed By
1/5/12
Updated to 50% maximum coverage, prorated based on
employee’s payroll through 102 or 131 account (see
items A and C).
Specified the 4 to 5 year purchasing cycle (see item E).
Specified that a computer must be surplused for each
computer purchased (see item H).
Specified the 4-year purchasing cycle (see item E).
Specified that a computer need not be surplused for each
computer purchased—if the old computer is reassigned
(see item H).
Ed Nieskes
5/7/12
AP035
Kim SchulteShoberg, Brent
Tilton, Doug Wahl
Page 4 of 4
DATE:
TO:
FROM:
SUBJECT:
December 9, 2011
Chancellor’s Advisory Council
c: Business Manager’s Council
Ed Nieskes
Vice Chancellor
Computer Cost Share Program
Chancellor Sorensen previously provided base funding for the computer cost share
program. The current program guidelines follow:

For faculty and instructional staff, as well as other interested employees,
up to 50% ($2,150 maximum for laptops and $1,550 maximum for
desktops) toward the acquisition cost of a laptop or tablet computer will be
provided.

The program is designed to purchase computers for faculty, academic
staff, and classified employees payrolled at least 50% on 102
departmental accounts or 131 enrollment growth accounts.

The funding is prorated based on the employee’s payroll through the 102
departmental account or 131 enrollment growth account.
Employees holding positions funded 100% through the 102 or 131 account
receive 50% toward the acquisition cost.
Employees holding positions funded 50% through the 102 or 131 account
receive 25% toward the acquisition cost.
AP035

Departments are encouraged to acquire the recommended configuration
that may include a docking station, auxiliary monitor and keyboard, and
network cards. Deans are authorized to make exception for faculty and
instructional staff for whom a laptop is not appropriate. These exceptions
will be monitored at the university level.

The program will fund one replacement computer per employee, every 4
to 5 years.
Page 5 of 4
December 9, 2011
Page Two

The computer cost share program will not fund two computers for one
employee, both a laptop and a desktop. Neither should employees be
authorized to have a university computer at home and a second university
computer at work.

The program will run continuously throughout the fiscal year. Computers
can be purchased at any time by completing the Cost Share Computer
Purchase Form.

For every computer purchased with program funds, the department must
surplus one computer.

The Cost Share Computer Purchase Form will serve as the purchase
requisition form; the department requisition form for computer
maintenance, network connection and software; and the budget transfer
form. Purchasing information is available at the Procurement and
Materials Management website.

Approved vendor brands have been provided by the Chancellor’s
Advisory Council and include HP and Apple. Apple purchases are limited
to Apple approved academic programs.

Computers and related costs will be expensed directly to the department
account identified on the Cost Share Computer Purchase Form. The
university’s share of the cost (up to $2,150 for laptops and up to $1,550
for desktops) will be transferred to the department’s 102 account.

A department may use 102, 128, 150, or 151 accounts to cover the
department’s share of the cost.
The following Academic Programs may order Apple/Mac computers:
E.
F.
G.
H.
Art Education (School of Education)
Art (Art and Design; Gaming)
Graphic Communication Management (in the Department of Apparel &
Communication Technology)
Technical Communication (English Department)
Any other department that orders an Apple/Mac computer must have a completed
Exemption Form for Non-Standard Computer. This must be done each time a
computer is ordered.
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December 9, 2011
Page Three
There are additional program modifications that may be considered in future years.
These include standard configurations and bulk purchases. Both of these practices
would allow the university to efficiently purchase and dispose of computers in a costeffective manner. Before these modifications are implemented, they would be
proposed and thoroughly discussed.
If you have any questions on the computer models or options, please contact Brent
Tilton at extension 2346. For general questions on the program, please contact
Accounting Services, Lisa Diederich at extension 5058 or diederiche@uwstout.edu .
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