Equipment Request Policy

Purpose

This policy outlines the process for requesting IT-related equipment, ensuring a standardized and efficient workflow for procurement, approval, and issuance. All requests must be submitted through the IT Help Desk ticketing system to maintain accurate tracking and approval compliance.

Scope

This policy applies to all employees, contractors, and departments requesting IT hardware, including but not limited to:

Laptops & Desktops
Monitors & Docking Stations
Keyboards, Mice, & Accessories
Mobile Devices (Company Phones/Tablets)
Printers & Scanners
Specialized Equipment (e.g., External Hard Drives, Headsets, Webcams)

Request Process

Step 1: Submit an IT Help Desk Ticket

All equipment requests must be submitted via the IT Help Desk Portal using the category "Equipment Request". The request must include:

Requester Name & Department
Type of Equipment Needed
Reason for Request (New Hire, Replacement, Upgrade, Additional Equipment)
Justification for Non-Standard Equipment (If applicable)
Approval from Manager/Supervisor (Required for all purchases)

Step 2: IT Review & Approval

Once submitted, IT will:

Review the request for compliance with company standards.
Verify approval from the requester’s manager if applicable.
Check inventory availability:
- If in stock, IT will schedule deployment.
- If out of stock, IT will initiate procurement (which may require additional approval).

Step 3: Procurement & Deployment

Standard Equipment Requests: Fulfilled within 2 business days if in stock.
Non-Standard or Special Requests: Reviewed for feasibility and may take additional processing time due to approval, procurement, or vendor lead times.
Replacement Requests (Damaged or Lost Equipment):
- Damage due to normal wear & tear – IT will replace if covered under warranty.

Once approved and available, IT will notify the requester for pickup or scheduled delivery.

Important Guidelines

Personal equipment is not supported – Only company-issued devices are managed by IT.
Emergency requests (e.g., broken work-critical equipment) should be marked as "Urgent" in the ticket.
Bulk requests (for teams/departments) require department head approval and at least 3 days notice.

For any questions, contact IT Support at itsupport@peakprocessing.com.