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Home > IT Policies > AU Lease

AU Lease

Issued by: The Office of the Executive Director, OIT

Purpose

AU Lease is defined as a service center within Auburn University’s Office of Information Technology. This policy covers all campus leases associated with the AU Lease program. AU Lease provides computer hardware as leased equipment. The following terms and conditions apply to all departments participating in AU Lease.

Policy

1. Contract Term
   

   The term of this lease agreement is 24 or 36 months and is determined by the Department when the AU Lease Departmental Request Form is completed. The lease commencement date begins after hardware installation. Department is responsible for maintaining lease payments unless lease is assigned to another department. AU Lease must be notified promptly of such changes.

2. Description of Services
   The services provided will be the leasing of computer hardware, along with defined support services for the computer hardware as follows:
1. Hardware Provided
   The computer hardware is defined at the time the AU Lease Departmental Request Form is completed. The person making this request is authorized by his or her department to commit University funds.
2. Hardware Support Services
1. Acquisition/Installation of Computers – AU Lease will provide equipment acquisition and installation to minimize disruptions in departmental day-to-day operations.
2. Maintenance of Computers – AU Lease will provide and coordinate all hardware maintenance resulting from normal operation of computers.
3. Warranty – The AU Lease program provides an extended warranty on computers and monitors and will coordinate warranty issues for the entire lease term
4. Availability of Computers – AU Lease agrees to provide upon request, a temporary replacement for any leased computer (excluding lab PCs) if repairs require the removal of the computer from the user's workstation. The replacement machine will be a standard desktop computer with supported software. Printers are excluded from this replacement benefit.
5. Asset Management – AU Lease will handle all contract administration issues with the lease company, maintain a physical inventory of all leased hardware, and provide monthly inventory and billing reports to the Department, unless otherwise requested.
6. End of Lease – AU Lease will handle all end of lease issues, i.e., paperwork with lease company, equipment disassembly, boxing & shipping.
3. Theft and Damages
1. Theft Desktops, Monitors, Printers
   AU Lease is not responsible for theft of desktops, monitors and printers during the lease term. theft should be reported immediately to AU Lease to start the lease termination process. Lease termination costs are the responsibility of the Department.
2. Theft Laptops/Notebooks
   Laptops are insured against theft. Report the theft immediately to AU Lease for to start the replacement process. The Department is responsible for a $500 deductible. A police report is required.
3. Damage Fees
   The Department is strongly encouraged to protect equipment against damages to keep lease rates low. Damage fees are included inthe lease rate but intentional abuse could result in additional damage costs. Examples of damages are cracked or broken cases, burned screen displays, and epoxy stickers.
4. Personnel and Staffing
   AU Lease will provide the labor required for all Services listed above.
5. Departmental Responsibilities
1. Hardware Needs
   Departments will appoint an individual (or individuals) who is familiar with the specific computing needs within their respective areas as the AU Lease Contact Person (often this is the computing coordinator/IT provider for their area). This person will serve as the point of contact for leasing services and will communicate needs and provide feedback as appropriate.
2. Hardware Inventory/Locations
   The Department is requested to review the monthly lease billing statements and report location and name changes as they occur. This will insure equipment can be located at the end of the lease.
6. Lease Rates
1. Lease rates are approximate and stated on the AU Lease Departmental Request Form.
2. Lease charges will be paid via monthly FRS direct charge to designated account at the end of each month. Departments receive amonthly billing invoice detailing assigned equipment.
7. End of Lease
1. Departments do not have the option to purchase at the end of lease as leases are defined as operating leases.
2. AU Lease will notify the Department approximately 60 days prior to lease expiration. the Department has the opportunity to enter into a new lease. AU Lease will arrange the packaging and shipment of leased equipment to the disposal agency identified by our finance company.
3. The Department is responsible for returning equipment in good working condition.
8. Warranties
   AU Lease computers are warranted for the entire term of the lease.