Material & Disbursement Services (MSD)
POLICY 57
Effective Date: 03/01/1998
Last Modified Date: 11/20/2003
Service Contracts Recommended
Repair of highly technical scientific equipment must generally be done by non-University repair facilities and is paid for by the requesting department on a per-call basis. The University recommends that such equipment be carried under a maintenance contract. Departments contact the manufacturer or service agent directly for out-of-warranty service on scientific equipment covered by a maintenance or service contract.
To request out-of-warranty service (by non-University repair facilities) on equipment not covered by a service or maintenance contract, submit a Purchase Requisition to Purchasing Services.
If the needed repair is an emergency, call Purchasing, which may assign a Purchase Order number before a Purchase Requisition is submitted and then authorize the department to call the service agency. In this way repairs can get underway while the paperwork is being processed.
Return for Service
To return out-of-warranty equipment to the manufacturer or supplier for repair, submit a Purchase Requisition that includes the following information:
- the nature of the repair
- the name of the original supplier, if available
- the Purchase Order number from the original purchase, if available
- shipping instructions
- an estimated repair cost from the vendor
Send the Purchase Requisition to the Computer Repair Center for computer equipment and to Purchasing for all other types of equipment.
Shipping Charges
The equipment to be returned for service will be picked up and returned to the company in accordance with the shipping instructions stated on the Purchase Requisition. Shipping charges will be billed to the requesting department at the end of the month using the account number appearing on the Purchase Requisition that authorized the repair. The Computer Repair Center will provide this service for computer equipment; Central Receiving handles all other types of equipment.
Additional Information
See also:
MSD Procedure 33, Repair of Out-of-Warranty Equipment
MSD Policy 44 and MSD Procedure 23, Maintenance Service Contracts
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