Purchase Process

The following list should be helpful in the purchase process for projects funded by Technology Access Fees. Please remember to coordinate with Dr. Watson Harris all purchases whether by requisition or e-mail. This includes any upgrades, change orders, or cancellations to all purchase requests.

PLEASE PUT YOUR PROPOSAL NUMBER ON ALL CORRESPONDENCE.

General Information

  1. Requisitions must be submitted electronically through MT $ource for all purchases. Purchases from the Phillips Bookstore and from ITD must be first approved by sending an e-mail to Watson at wharris@mtsu.edu or Maria Knox at mknox@mtsu.edu.
  2. Please note projects are approved by project line items, not by dollars. If the item was not listed specifically in the proposal, you are not authorized to purchase the item. The only modifications permitted to the proposal(s) must involve an upgrade in computer technology or a substitution due to obsolescence. Examples of possible upgrades include change from Windows 2003 to Windows XP, change in computer speed to a higher MHz, or increase in RAM capacity.
  3. To meet TBR's request that all TAF funds be spent in the year collected, MTSU approves more projects than there is funding. As a result, projects receive funding on a first requested, first funded basis. Because projects are not allocated dollars, any savings through the purchase process are collected in the overall TAF accounts and used to balance the TAF accounts at the end of the year. Additionally, purchases requested past December will not receive funding if the TAF funds have been exhausted.
  4. Remember all TAF equipment must be accessible to students. Items may not be installed or located in a faculty office.

Purchases for all items - Requisition required through MT $ource.

  1. Submit a requisition through MT $ource. The account number is located on the TAF proposal website next to the first line item. Change the cart name in MT $ource to the TAF number. Include the TAF proposal number from the web as an internal note and relate the items requested on the requisition to the items listed on the proposal. Include any bid requirements as an external attachment. Any email associated with the request, should be included as an internal attachment.
  2. The requisition will be processed and approved through MT $ource.
  3. When the item purchased is received, make notations in MT $ource as received. This will notify Accounts Payable to process once the settlement status is marked as fully received.
  4. Change orders must be approved by Watson. Send an email to Watson ( wharris@mtsu.edu) and Maria ( mknox@mtsu.edu) requesting the increase to the purchase order and the reason for the increase. We will forward your request to Purchasing.

Requests for paper

  1. Send an email to Maria Knox ( mknox@mtsu.edu) requesting paper be delivered to the open computer lab. She will provide the account number and reference number and forward your request to Purchasing.

Purchases from ITD or Phillips Bookstore

  1. Send an email to Watson ( wharris@mtsu.edu) and Maria ( mknox@mtsu.edu) requesting approval to purchase item from ITD or Phillips Bookstore. She will provide the account number and reference number to be used in the purchase.
  2. Purchase the items. Send the Phillips Bookstore receipt, copy of the approving email and any other documentation of the purchase to Maria at EVPP, CAB 111.
  3. Submit the Software Order Form to ITD. Add the TAF proposal number after your display name.

Student Help
(Paperwork can be initiated early for a July 1 start date.)

  1. All student help employed in the seven TAF funded computer labs must be registered in the Student Technology Assistance Program ( http://mtsu32.mtsu.edu:11397/). Robin Jones in ITD is the contact person. She determines the rate of pay for student help. GA wages are determined by the Graduate Office.
  2. Complete a PAF form for Graduate Assistant help. The student's, department chair's, and dean's signatures are needed before forwarding to Watson. Please include the departmental timekeeping location on the form and the TAF proposal number. The position and account number will be assigned in Provost's office. To have tuition paid for the student, please send an email to Sherry Justice, Maria Knox, and Watson Harris, stating the semester(s) that tuition will be paid. Watson will confirm the email with the account number. Students must be enrolled full time every semester they are employed.
  3. Complete a PEF for student help. Student's, department chair's, and dean's signatures are needed before forwarding to Watson. Please include the departmental timekeeping location on the form. The position and account number will be assigned in Provost's office. Students must be enrolled full time every semester they are employed.

Construction for a TAF Project
Construction schedules are coordinated through Watson. Facilities Services and Watson have tentatively scheduled all projects requiring assistance from Facilities Services. Do not contact Facilities Services directly to schedule a TAF project.

Category Zero - Scheduled Replacement
To replace instructional computers or printers (office computers and printers are excluded) that are four years old, send an email to Watson with the tag numbers. Watson forwards the request to ITD. ITD will investigate the use and location, and make a recommendation to the Instructional Technology Committee. The standard configuration amount for computers is currently $1100 for PCs and $1600 for MACs. The printer configuration is the closest technology to existing printer. If you need more technology than the standard configuration, there are three ways to pursue the additional funding: departments may 1) subsidize the cost beyond the standard configuration, 2) submit a proposal through another TAF category, or 3) submit a request for an exception to the standard to the ITC. Please note the Instructional Technology Committee has not yet granted an exception.