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Remote Work Purchasing Policy
To: The Campus Community
From: Ted Svehlik, Assistant Vice President and Chief Procurement Officer
Date: March 26, 2020
This memorandum is to provide guidance on purchasing and Purchasing Card usage due
to our current remote working circumstances. These guidelines are effective immediately
and shall remain in effect until future notice (the “Remote Work Period”).
All WVU faculty and staff are reminded that all WVU-related purchases made, whether on PCard, Mountaineer Marketplace or otherwise and whether for the state, foundation or research corporation: (1) must be for a legitimate and justifiable business purpose, (2) must be in accordance with WVU’s purchasing, PCard, hospitality, and travel and expense guidelines, and (3) are subject to audit.
During the Remote Work Period, units and departments should designate specific individuals to make necessary purchases. Purchasing of goods and services for use at home should be kept to the minimum required. Specific guidelines include:
- Laptops, Desktops, Monitors, Hardware and all IT Peripheral Items (including keyboard, mouse, mouse pads, web-cameras, etc.) Your work laptop and/or desktops or other IT equipment, where required for use at home, should be brought home from your WVU workspace for home use, and returned to your WVU workspace promptly upon the end of the Remote Work Period. If you believe you need, for emergency purposes, to purchase a laptop or desktop, it should be purchased through Mountaineer Marketplace. Any items purchased outside of Mountaineer Marketplace will not be supported by the ITS team, may not be supported by your academic IT unit, and may not be reimbursed. All such emergency purchases require the approval from your Dean, Assistant Vice President (or above), or the University’s Chief Procurement Officer.
- Health Sciences Center employees in clinical departments should receive approval from their dean and/or department administrator prior to taking their office desktop computer home. Once approval has been granted, the employee should work with HSC ITS for remote access setup to HSC network and system resources.
- Health Sciences Center employees should work with HSC ITS when needing to order new computer equipment. HSC ITS will specify and assign cart within Mountaineer MarketPlace for the department to order.
- WVU Medicine owned desktop computers should follow WVU Medicine policies and procedures to request offsite use of desktop computers at home.
- Software Purchase of IT Software should only be made with prior written approval of your IT Help Desk. The University has software agreements in place with most large software vendors including but not limited to: Microsoft, Adobe, Zoom, etc. You should not purchase, and WVU will not reimburse for, any Software purchases for which a WVU agreement exists that would otherwise cover the purchase. If you have questions about a Software purchase, please contact your IT Help Desk or Shared Services Customer Care Team. A complete list of software available can be found at: https://it.wvu.edu/news/2019/01/24/students-and-employees-don-t-buy-software-when-you-can-get-it-for-free.
- Printers The purchase of printers and toner for home use is not allowed and will not be reimbursed without written approval from your Dean, Assistant Vice President (or above), or the University’s Chief Procurement Officer prior to purchase.
Non-IT Office Supplies Office supplies required for remote work should be brought home from your WVU workspace for home use and where possible returned to your WVU workspace promptly upon the end of the Remote Work Period.
- The purchase of office furniture for home use is not allowed.
- In the event you believe office supplies need to be purchased while remote working, they should be purchased through the Staples catalog on Mountaineer Marketplace.
- Any Office Supply items purchased outside of Mountaineer Marketplace will not be reimbursed.
- Items such as hand sanitizer, toilet paper, paper towels, gloves, face masks and other such items must be purchased by the WVU Facilities or Procurement Teams and should not be bought individually or for home use.
- Lab, Scientific Equipment, Chemicals or other Sensitive Equipment Except with prior written approval in advance from the Provost’s Office or the Vice President of Research, no lab equipment, scientific equipment, chemicals or other similar such equipment should be brought home or purchased for use at home. Where approved, such items should be promptly returned to the University at the end of the Remote Work Period.
- Meals Meals must be in accordance with WVU’s Hospitality Policy and are generally not allowed for most activities during the Remote Work Period.
- Travel – All University-related international and domestic travel for WVU employees has been suspended until further notice.
Without written approval from your direct supervisor, in no event may assets purchased or brought home during the Remote Work Period remain at your home past your time of remote working. They should be returned to your normal workspace promptly upon the conclusion of the Remote Work Period. As always, the University reserves the right to audit purchases made during the Remote Work Period. Misuse of a purchasing card and/or violation of these policies may result in disciplinary action up to and including termination. For questions or concerns, please contact the Procurement, Contracting and Payment Department.