Requesting IT equipment (staff)

IT Services have reviewed and selected a range of standard IT equipment.   This range includes Windows and Apple laptop and desktop PC's, as well as peripherals and accessories.

Equipment has been selected to meet user requirements, while providing quality, value and meeting security and supportability requirements.  The majority of IT equipment will include support and warranty cover from IT Services or a third party supplier.

You can view the UoE IT equipment standards and current costs here.

Non-standard IT equipment can also be purchased if options are not suitable, and options and pricing provided.

Recommended IT equipment for colleagues

The minimum standard IT allocation of equipment for colleagues regardless of work mode includes:

• 14" UoE Windows laptop
• USB Headset

Additional provision based on mode of working

In addition to the minimum allocation, there is a recommendation for the provision of the following equipment:

The University centrally provides all staff and postgraduate research students with an appropriate primary end user device and one set of associated peripherals.

Specialist equipment/Reasonable adjustments

Specialist equipment is necessary for an individual to do their job for technical reasons relating to the nature of their work. Equipment should be considered as part of their provision in consultation with faculty/service leadership.

Some colleagues may require reasonable adjustments to their working equipment e.g., the use of particular equipment for reasons attributed to physical or mental disability. Please refer to the DSE webpage here:

It is the manager's responsibility to ensure reasonable adjustments are in place for staff, and many arrangements can be put in place without the need for occupational health support, e.g., an additional screen. Where support is needed, colleagues should be referred to the Occupational Health team to establish if they require reasonable adjustments.

To request IT equipment, please follow these steps:

1. Review the standard IT equipment detailed above
2. Raise an IT equipment request through the IT Service Desk by clicking here and selecting 'Log a request' > 'New IT Equipment Purchase'. This will bring up a form which will guide you through the information needed to fulfil your request. You will need to know the following information to complete the form:
   
   
   • What standard equipment you would like to request, or if none suitable details of the requirements so non-standard options can be researched for you
   • Who the request is for and where it will be used
   • There is now one single budget for all laptops/PCs linked to a specific user.  Please use the first option in the list to select this budget.  If the request is to be funded by a separate budget (for example, for lab or departmental use, or is grant or externally funded) please provide the T1 account code
   • Confirmation if the request qualifies for VAT exemption (for further information please check here)
   • Any deadlines for the IT request
   • Any other specific software or configuration requirements
3. Once completed the form will be sent to the T1 Budget Holder/s for Approval via Power Automate.
4. For Zero Rated VAT Orders this will go to the Tax Office for approval before the T1 budget holder.
5. Once confirmed, IT Services will process this request and you will receive a ticket reference.
6. IT Services maintain a limited stock of some standard IT equipment. These are supplied for requests funded by the central IT equipment budget only. If you are requesting a non-standard or custom specification, delivery times will likely be significantly longer and vary depending on stock levels with our suppliers.

   If you are requesting equipment funded by a department budget, this will also be ordered directly with our suppliers and not taken from IT Services stock.

7. Once your IT equipment is available you will be contacted for collection/deployment and any further setup.

Exeter campuses

New printers can be requested through the University provider Xerox, by contacting them directly.  

• email the Xerox Managed Print Team at UoEOnsiteSupport@xerox.com
• call the Xerox Global Communication Centre (Helpdesk) on: 0370 850 7832

Penryn and Truro campuses 

For printing at the Penryn and Truro campuses, please see FX Plus Printing webpages - hhttps://fxplus.ac.uk/facilities-services/print-services/

Non-managed printers 

IT Services can provide very specific and limited support for non-Xerox printers across the campuses, or home-based and remote users.

Support would be assistance with initial set up to your UoE managed device and, troubleshooting connecting the printer to the UoE network, should a problem be encountered. IT Services can provide very specific and limited support for non-Xerox printers across the campuses or home-based and remote users.

IT Services will not be responsible for maintenance, purchasing, disposal, or providing consumables of paper or ink for the non-managed printer.

• To allow us to manage stock much more effectively so that we can have available what you need when you need it.
• So we can make any budget code recharges promptly.
  
• To allow us to respond to supplier lead times and absorb these delays on your behalf as much as possible.

• For non centrally-funded equipment, the approval of a budget holder is essential. The cost is recharged once the equipment is collected or delivered.  The approval may be the only point at which the budget holder has sight of the cost and is a requirement of us recharging the cost from a budget.
• For Zero-rated VAT equipment requests, this may be the only sight the Tax Office have of the request to approve.

• If you wish to request additional items please raise a new request as we cannot increase the already authorised cost.
• Please let us know as soon as possible if you wish to remove items from your request. We can manually amend the cost down but not increase the value due to financial approval requirements.

• The request will go to the UoE Tax Office first who will assess and Approve or Reject the request.
• The request will then go to the budget holder approval pool as usual.
• This will then progress to IT Services in the usual way.
• Your budget code will be recharged the Zero Rate VAT amount.
• This process has been agreed with the Tax Office and covers off the legal requirements around Zero-rate VAT orders.

• Please split into separate requests for individuals so we can accurately track work and avoid any confusion of having multiple users in one request. If equipment will be used mainly by one person then please submit individual requests. This also allows us to take advantage of automation and other efficiencies to speed up provision of equipment.
• If you wish to request equipment for larger scale work (for example for a Project) please select Non-Standard request and we will contact you to discuss requirements. However please note that we may have to place direct orders with suppliers for large scale requests which would be subject to supplier lead times.

• You must use the short charge code for the budget - please use the lookup tool here to check if you are unsure.
• If your budget code is new, we load new codes on a Sunday.
• If you have no approvers linked to the Approval Pool on the code, there is no one to send an approval to therefore this will be rejected by the system. Please contact Finance to rectify this.  If approvers are added this is updated on a Sunday.

• The Budget holder (and for Zero Rate requests the Tax Office) will need to approve this first. A call for Desktop Support is only generated once this is fully approved. You should receive your call reference within 1 working day of approval. Please check with the budget holder if this has been approved.
• If your request was not approved by the budget holder within 30 days the request will expire as requirements and prices could change.

• The form uses the T1 budget holder approval and it is not possible for us to approve on another budget holders behalf.
• The request for approval is valid for 30 days which would cover most annual leave periods.
• If the budget holder will be absent for a significant period then it is best practice to get another approver added to the approval pool via normal finance channels. The request would need to be resubmitted once this done. Our system updates with any changes to codes and approval pools on a Sunday.

• Our prices are amended weekly in line with the current costs from suppliers - they can go up or down depending on this.

• Please reject the request and ask the requestor to resubmit the request with what you are happy to authorise.
• If the request has already been approved, please let us know as soon as possible so we can cancel the request or remove items. We can amend the cost down manually but we cannot increase the value charged.

• Please reject the request and ask the requestor to resubmit against the correct budget code so it is authorised by the correct budget holder. We cannot manually change it on our system to prevent errors.
• If the request has already been approved, please let us know as soon as possible so we can cancel the request. The requestor should then submit a new request against the correct code.

• Normally this will between the 1st and 5th of the month after delivery.
• Year End Journalling will cover equipment collected or delivered by 31st July.

• As with T1 receipting, we cannot journal costs from your budget until equipment has been delivered or collected.
• For Year End we can only journal funds from your budget for equipment delivered or collected by 31st July.

• Please arrange for this to be journaled between the two codes in the usual way to transfer the cost. We can only journal against the code authorised as our system does not allow us to change this.

• We currently cannot provide this as we order equipment in bulk and recharge via journalling the approved budget. For orders over £5,000 (which almost all our bulk orders are) we have to meet the usual T1 requirements of providing 3 quotes.
• We are also in discussion with Finance Colleagues about how we can help you in meeting these requirements.