Policies and Procedures
General program stipulations In order to qualify for a loan under the college's computer loan program, an employee must have a minimum of 1 year of full-time service with the college (service as a part-time, temporary on-call, student worker or block visitor will not be considered when determining eligibility for this program). Loans will be made for the cost of a qualified computer system or system components (please see the definition below) as selected by the employee, with the following restrictions: 1. Monthly payments on a computer loan cannot exceed 10% of the employee's average monthly net pay. 2. The total amount of a computer loan cannot exceed an employee's average monthly net pay. An employee may have only one computer loan outstanding at any time (any outstanding loan must be completely repaid before an employee is qualified for another computer loan). Computer loans may be used for the purchase of computer systems (or components) for employees and members of the employee's immediate family living in the employee's household (includes domestic partners and children living on-campus at an educational institution). Loans must be repaid via payroll deduction within 2 years (24 months) or less from the date of the loan. For employees with less than 2 years remaining on their appointment, the loan repayment period will be equal to the remaining appointment period. All computer loans bear an interest rate of 8% per annum (.667% per month). A promissory note is required for all loans under the computer loan program. Should an employee terminate his or her employment with the college prior to full repayment of a computer loan, the remaining balance plus accrued interest will deducted from the terminating employee's final paycheck. Definition of a computer system For the purposes of acquiring a computer system through the college's computer loan program, the term "computer system" is defined to include the following components: 1. CPU 2. Monitor 3. Printer 4. Scanner 5. Zip/floppy drives 6. CD burner 7. Non-specialized software packages for office or web-development task How to initiate a computer loan Computer loans are initiated in the Business Office. An employee requesting a computer loan must apply to Karleen Cotton, Payroll and Accounts Payable Team Leader, or Anita Ng, Controller. Application for a computer loan should be accompanied by the appropriate documentation (vendor quote or vendor invoice) as described below. Once a loan has been approved, a requisition will be completed and signed by the Payroll and Accounts Payable Team Leader or by the Controller to initiate either the order or the payment for the computer system/components. For orders to be placed through the ITS department, the employee will need to take the completed requisition to Judy Erickson in ITS for processing. The Business Office will handle all other computer loan requisitions. Procurement method Computer systems may be acquired under the computer loan program in one of the following ways. Please remember that approval of the Controller or the Payroll/Accounts Payable Team Leader is required prior to the initiation of any computer-loan funded purchase. 1. Acquisitions under the CC computer contract - with prior loan approval through the Business Office, employees may order their computer systems through the ITS office. Computer systems/components purchased through ITS will be delivered to ITS. The employee will need to sign the promissory note in the Business Office prior to taking possession of the computer. 2. Acquisition by purchase order - employees may research prices and products and submit a purchase request (with supporting documentation) to the Business Office for the particular system from the specific vendor desired. Computer systems/components purchased in this manner will be delivered to the Business Office. The employee must sign the promissory note in the Business Office prior to taking possession of the computer. 3. Acquisition by check request - employees may research prices and products and submit a check request to the Business Office. The check request must be supported by a quote from the desired vendor for the specific items to be acquired. The check will be issued in the name of the vendor, but will be delivered to the employee (who may then take the check to the vendor to purchase the desired system). The employee must sign the promissory note in the Business Office at the time the check is picked up. 4. Acquisition by employee purchase and reimbursement - employees may, at their option, acquire the desired computer system and request reimbursement under the computer loan program. Reimbursement will be made only if prior approval of the computer loan has been obtained from the Business Office. Reimbursement should be requested via check request supported by the paid vendor invoice. The employee must sign the promissory note in the Business Office at the time the check request is submitted. 5. In emergency situations, the Controller may approve the issuance of a computer loan check in the name of the employee. Requests for computer loan checks to be issued directly to the employee will be evaluated on a case-by-case basis. These requests require a quote from the vendor from whom the purchase will be made detailing the specific items to be acquired, including cost. The employee must sign the promissory note in the Business Office at the time the check request is submitted. To sign a promissory note, please see Dottie Rue (X6320) in the Business Office. While the college is exempt from sales tax for business-related purchases, computer purchases made by the college on behalf of an employee (under the computer loan program or otherwise) are NOT tax exempt. Sales taxes will be assessed and paid on all such purchases. The ITS department may provide technical assistance to employees in the selection of a computer system, but, from a priority standpoint, this assistance must come AFTER all the other campus support duties the ITS unit provides.
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Community Service Leave Policy |
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Human Resources Office |
