Computer Return After Employee Departure Procedure

Summary

This procedure applies to supervisors, managers, and administrative staff who coordinate employee transitions and university-issued computer deployments.

It outlines:

* How to return a university-issued computer when an employee leaves Pacific University.
* How to obtain a replacement computer when the position is filled again.

Procedure

When an employee with a university-issued computer leaves employment at the university, the following should happen:

  1. Return the Computer: the supervisor is responsible for ensuring the employee's computer is returned to either the Forest Grove or Hillsboro Technology Helpdesk location.

    Please return: the computer, power adapter(s), docking stations (if assigned), any other accessories provided with the computer. If assistance is needed disconnecting a desktop computer and its peripherals, contact the Technology Helpdesk.

  2. Submit a Return Request: after the computer is returned, the department manager or executive assistant should submit a Helpdesk ticket documenting the return.

    Once UIS receives the device: A confirmation of the return will be sent to the department's computer coordinator (typically an office manager, budget authority, or department executive assistant). Afterwards, a replacement computer voucher will be issued for the position. The voucher entitles the department to receive a computer of the same age or newer when the position is filled again. 

  3. Device Processing: After a short holding/quarantine period(typically 45-60 days), UIS will wipe and reimage the computer according to university standards.

    If files need to be recovered from the device, contact the Technology Helpdesk before the computer is wiped.

  4. Request a Computer: When a replacement employee is re-hired 

    1. Submit a request to UIS to prepare a computer for the new employee.
    2. Include the voucher number provided when the original computer was returned.
    3. Provide at least two weeks' notice whenever possible to allow sufficient preparation time.

Notes about vouchers:

  • Device Age: The voucher reflects the age of the computer returned to UIS.

    For example: If a 2-year-old computer is returned, the voucher can be redeemed for a computer that is 2 years old or newer at the time of deployment.

  • New Computer Eligibility: If the returned computer has reached the UIS-recommended replacement age, the voucher will be eligible for a brand-new computer.

  • Computer Type Flexibility: Vouchers may be used for any standard university-supported computer model, including: Windows PCs and Apple Macs.

  • Requests Without a Voucher: Requests for a computer that do not reference a voucher are treated as growth requests and are generally funded by the requesting department.

  • Using a Voucher Toward an Upgrade: Departments may apply the voucher value toward the purchase of a new or upgraded computer.

    The UIS contribution is based on: the remaining lifecycle value of the returned computer and/or the current cost of a standard replacement model.

For example: If a computer is returned halfway through a 4-year lifecycle and the current standard replacement cost is $1,400: UIS contributes $700. The department pays the remaining cost of the selected computer.

  • Specialized Computers: Computers with specialized configurations or upgrades that are not part of the standard model lineup may be held specifically for the replacement employee.

    In these cases, the voucher will identify: the computer model and the asset tag number

  • Voucher Retention: Vouchers are valid up to one year.  If the voucher cannot be located, contact UIS and staff can retrieve the information from university records.

Additional Devices

Any asset-tagged equipment assigned solely to the departing employee should also be returned to UIS, including:

  • iPads, secondary computers, other individually assigned technology equipment.
  • For shared devices (such as lab computers or student-worker workstations), but for any changes it is not necessary to return the equipment. Contact the Technology Helpdesk for any assistance's.

Sample Voucher Notification

This confirms that the computer with asset tag [Asset Tag], previously assigned to [Employee Name], was returned to the Technology Helpdesk on [Date].

Voucher Details

  • Voucher Number: [Ticket Number]

  • Computer Eligibility: Any standard model computer that is [Age] years old or newer

  • Returned Accessories: [List of returned peripherals and adapters]

Note that this voucher can also be traded for UIS co-payment towards a new computer of any model.  See our knowledgebase article for more information.

When you have an anticipated new hire date for a replacement for this position, please use the "Request a Computer for a New Employee" form in the Employee Computers and Lifecycle Replacements service and reference this voucher number.

See Also

Employees Leaving Pacific University

Technology Purchasing: Computer Growth & New Employees

Device Wiping Policy

 

Questions?

Contact Support

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