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To bring an artist/performer/guest speaker on campus, please let Procurement Services (purchase@eiu.edu) know as soon as possible when you wish to bring the person to campus.

These things are needed:

1. An E number in Banner for the Artist/Performer/Guest Speaker
• If they do not already have one (which is likely if this is their first time at EIU), please fill out the Vendor Create Form, and send to your vendor to attach a W-9 and return to EIU.
2. A Requisition in Banner. The E number is needed for this, and it is done on Native Banner (banner.eiu.edu). Once the requisition has been completed, please save the requisition number and include it in the subject line of all further documentation sent to purchase@eiu.edu.
• If you need assistance with creating your requisition, please see our Requisition Guide.
3. A Certificate of Insurance meeting these requirements: Insurance Requirements for COI. Exceptions to the University’s insurance requirements will be made only after a risk identification and evaluation process.  To request an exception, submit the answers to the questions below to purchase@eiu.edu.
• What will they be doing on campus?
• Will they be alone with any students or small group of students, or unaccompanied by EIU staff at any time?
• Will they need to utilize a motor vehicle in the completion of these services?
• Will they be using any EIU equipment in the completion of these services?
• Do they have any employees?
4. An agreement.
• If the vendor has their own agreement that they would like us to sign, please send it to purchase@eiu.edu for review with the Requisition number in the subject line.
• If not, please draft a Purchase Agreement for the event. The first page of the Purchase Agreement contains instructions for how to complete it. If you have any questions, please send them to purchase@eiu.edu.

EIU has two master IPHEC agreements for the purchase of Computers: Dell and Apple.

All computer purchases must abide by Internal Governing Policy #103 - Computers, Servers, and Software. Please keep in mind that all existing internal approvals still apply to Dell and Apple orders.

 

Ordering Process for New Employees

If you would like to participate in the University Computer program, please fill out the New Employee Computer Form. If you would like to purchase a computer for the new employee out of local funds, please see instructions below.

Ordering Process for Dell:

Users must first create an eQuote on the site.

To get set-up in Dell Premier, contact Procurement, Disbursements, and Contract Services (purchase@eiu.edu) and request a username and password.

After creating an eQuote, users will need to complete the Computer Ordering Form. You will need to complete all fields and attach the eQuote to the form. This form will be automatically be sent to ITS for approval and then routed to Accounting for asset tracking purposes. Upon ITS approval, users may place their order.

Using P-Card (order is $3,500 or less):

The user may then place their order in Dell Premier using their P-Card.

Using Banner (order is over $3,500):

The user may then create a Banner Requisition for their order and forward the Quote and approval to proceed to purchase@eiu.edu with the Requisition number in the subject line. PDCS will then turn the Requisition into a Purchase Order and place the order on the Dell Premier site.

After the order has been placed, users will be able to track the status of their order.

Ordering Process for Apple:

All Apple computer purchases must go through the EIU University Union Bookstore. Users will contact the Bookstore for an Apple Quote. They will then need to complete the Computer Ordering Form. This form will be sent to ITS for approval and then forwarded to Accounting for asset tracking purposes. Upon receiving ITS approval, you must forward the ITS approval to the Bookstore. They will then be able to execute your order with Apple. Applecare is required for all Apple device purchases at EIU.

Additional Information

Information Technology Services encourages adopting a Total Cost of Ownership model for purchasing new computers. From the University perspective, several costs are incurred with the purchase of a new computer as it moves from the manufacturer to your desk. The total cost of ownership takes into consideration costs such as the hardware, support and setup, warranty service, volume discounts, procurement overhead and purchase time, longevity of the hardware, and central management.

By standardizing on select models of desktops and notebooks, Eastern Illinois University will be able to reduce these costs, the time it takes to deliver the computer through setup to you, and our ability to support the device through its years of service. If you need to purchase a computer outside of our recommended models, you may seek approval from the Director of ITS or their designee.

Accessories

IGP #103 does not include computing accessories in its explanation of the policy. The quantity and variety of accessories are too numerous to list all available options. Due to this variety of hardware, vendors, brands, and technology, we cannot guarantee compatibility between all accessories and computers.

The EIU University Union Bookstore has some accessories in stock that may be purchased as a departmental order and available that same day. Alternatively, accessories are available from CDW-G, Dell, Amazon, and Office Depot.

If you have questions about finding the right accessories to meet your needs, please inquire with EIU Campus Technology Support.