About leasing

How was the leasing facility established?

The IT Leasing facility was established in 1998 and has grown substantially over the ensuing years. A successful partnership was established between Monash University, Macquarie IT and  selected suppliers providing desktop PCs, Notebook Computers and Printers to standard operating environment specifications.  Additional supply partners have increased providing Apple-base desktops, notebooks and photocopiers. 

Specialised IT equipment including servers and networking equipment can also be accommodated using the same facility.

How does the leasing facility work?

The leasing facility is managed and financed by Macquarie IT Pty Ltd.

Many changes have occurred since inception taking the facility from a paper based system to an on line order and approval system. A department wishing to lease IT equipment may source the suppliers and products on line, select the items required and create a Proposed Purchase Notice at the touch of a button. The Proposed Purchase Notice, having been authorised by Monash Procurement, sends email confirmations to both the ordering Department and Monash Procurement.

The supplier is required to deliver and install the equipment at Monash.   An invoice for the full value of the goods is sent to Macquarje IT. 'Settlement Day' occurs on the 28th of each month at which time the supplier is paid in full. It is at this point that leasing rates are calculated and leasing charges begin.

Macquaire IT charge Monash quarterly for the lease costs, supplying a spreadsheet of all assets. Monash Procurement upload this file to the University Finance system (SAP) generating journal charges and Invoices for departments and affiliates.

Who administers the leasing facility?

The leasing facility at Monash is administered by Monash Procurement who:

• liaise with all endorsed suppliers;
• authorise orders for disbursement to supplier and Macquarie IT;
• process "Acceptance Certificates";
• arrange for payment of the quarterly invoice from Macquarie IT;
• disburse quarterly leasing charges to each Cost Centre;
• liaise with Cost Centres for return of equipment to Macquarie IT at the end of the lease period.