As West Virginia University continues to adapt to new ways of working, the Procurement, Contacting and Payment Services team has developed updated employee guidance on the purchasing and shipment of office and computer supplies at WVU.
Highlights of the updated guidance include:
All computer supplies (e.g., laptops, towers, monitors, tablets, keyboards, mice, webcams, computer speakers, etc.) for remote, hybrid and on-site employees must continue to be purchased through Mountaineer Marketplace. Using a PCard to purchase these items is not permitted and will be considered a violation unless an exception is granted by PCPS.
Similarly, all office furniture for on-site and hybrid employees must be purchased through Mountaineer Marketplace. The purchase of office furniture and equipment for an employee’s home office — regardless of their work arrangement — is considered a personal expense.
Employees working in an on-site or hybrid capacity and remote employees who reside within 50 miles of their college or department’s location must purchase office and computer supplies through Mountaineer Marketplace and ship these items to a WVU address.
Remote employees residing more than 50 miles outside their college or department’s location may purchase office supplies (non-computer related) through the Mountaineer Marketplace Staples catalog and ship these items to their home address. Some small-dollar supplies needed in case of emergency (e.g. laptop charger) are permitted to be purchased on a PCard.
For remote employees who reside more than 50 miles outside their college or department’s location, computer supplies that have been configured by Information Technology Services* (e.g., towers and laptops) and are available in the Dell catalog in Mountaineer Marketplace may be shipped to the employee’s home address or to a WVU address for pickup by the employee. The department also may choose to ship items received at a University address to a remote employee’s home.
Computer supplies that have not been configured by ITS** should be purchased through Mountaineer Marketplace and shipped to a University address.
Employees who drive to campus to pick up their supplies will not be reimbursed for mileage expenses; however, employees may work with their supervisors to arrange pickup of supplies during work hours.
Thank you for following these updated policies when purchasing office and computer equipment. Visit the PCPS website for more information and to read the full guidance. Contact the PCPS team at pcps@mail.wvu.edu or 304-293-5711 with any questions.
* ITS configured items are included only in the Dell catalog in Mountaineer Marketplace and are marked as “ITS Recommended.” Laptops that are “ITS Recommended” and the “ITS Recommended Desktop” are the available items for home shipping.
** To ship to a home address through Mountaineer Marketplace, the requisition will require supervisor approval and an internal note/comment must be added to the requisition noting the purpose of the expense. Audit reports will be run by PCPS to ensure compliance.