PUR 4.10 - Equipment Maintenance and Repair
Responsible Office(s): Purchasing Services                                                          Effective: February 15, 1991

A.    Purpose.

Outlines university policy and procedures for requesting maintenance, service, or repair for university equipment.

B.    Scope.

Applies to all university departments.

EXCLUSIONS: This procedure does not cover the following:

- Equipment, such as air conditioning systems, attached to buildings or considered an
   integral part of the building or building operating system. (See PHY 1.20 for policies
   and  procedures concerning maintenance and repair to this type of equipment.)
- Other equipment normally serviced by the Physical Plant. (See PHY 1.20.)

C.    Policy.

Purchasing Services is responsible for coordinating all departmental requests for the following:

- Equipment maintenance, service, or repair (except those repairs performed by Physical
   Plant).
- Warranties and maintenance/service agreements.
- Shipments of university equipment for maintenance, repair, or service. (See AUX 4.20.)

It is essential that departments notify Purchasing Services in order to initiate any of the above requests except repairs to computer equipment. Special instructions concerning computer repairs are listed below in Procedure statement 1.

D.    Procedures.

1.    Repairs to Computer Equipment.
To request repairs or service for any computer equipment, contact Hardware Support in Computing and Information Systems (regardless of whether warranties or maintenance contracts apply). Departments should not call the vendor. Hardware Support and Purchasing Services will coordinate the repair with the vendor and will provide the department with necessary instructions.

2.    Repair of Other Movable Equipment Where Warranties and Service Contracts Do Not Apply.
If the movable equipment is not covered by a warranty or maintenance contract, the department may elect to have the repairs performed by an outside vendor/manufacturer or by the Physical Plant Department.

     a.    If the department elects to have the repairs performed by an outside vendor or manufacturer, the department should prepare an RR type purchase requisition according to instructions listed in Procedure PUR 1.10 and enter the requisition electronically. The following information MUST be indicated on the requisition:

- Name, make, model, and serial number of each item to be repaired.
- Nature of the repair itself, if it is not evident.
- An estimated amount for the repair must be entered. Any additional
   comments may be conveyed in text.

     b.    If the department has an emergency during normal work- ing hours where a repair must be made immediately by an outside vendor or manufacturer, then the department must prepare a Requisition Input form in duplicate, obtain the proper signatures, and hand carry both copies of the input form to Purchasing Services. The requisition should not be submitted electronically. The requisition must contain the same information as listed in item a. above. See Procedure PUR 1.20 for further information on emergency purchases.

     c.    If the department elects to have the repairs performed by Physical Plant, the department should follow the instructions in Procedure PHY 1.20.

3.    Repair of Equipment Covered by Service Contract.

     a.    Typewriters, Mimeographs, and Duplicators.   Requests for service are to be directed by telephone to the Purchasing Services secretary, who will coordinate the repair with the vendor.

     b.    Other Equipment.   Requests for service are to be directed by telephone to the Purchasing Services Office Manager, who will coordinate the repair with the vendor.

4.    Repair of Equipment Within Warranty Period.   Requests for service are to be directed by telephone to the Purchasing Services Office Manager. The department should provide the following information:

- Name of the vendor from which the item was purchased.
- Purchase order number.
- Date received.
- Name, make, model, and serial number of each item to be repaired.

Purchasing Services will contact the vendor, make arrangements for the repair, and advise the department of necessary instructions.

5.    Requests for Repair/Maintenance/Service on Holidays and Weekends.
If an emergency arises that requires service or repair of university equipment during a holiday break or on a weekend, the department may contact a service representative prior to notifying Purchasing Services. The Purchasing Services Director should be notified immediately upon return to campus. Purchasing Services will advise the department of any further instructions.