How to lease equipment

Ensure that the equipment you want to lease is on the approved list and conforms to the minimum configuration for leased equipment. Refer to What equipment can be leased?

Determine which supplier you want to acquire the goods from.  Click on Products & Suppliers for links to supplier maintained, Monash specific web-sites for information on products and prices.

Online Ordering: Monash Procurement together with our suppliers have created Online Ordering systems. To order equipment from Leading Solutions ( HP/Acer), Paragon and SCCS  you will need to prepare your order online, print it and then submit to Procurement Services. Details of usernames and passwords are available from the supplier contact websites (click on the company link above) or by contacting the Leasing and IT Officer, Procurement Services.

Paper Based Orders: Orders for all other endorsed suppliers for leased equipment must be raised on a Proposed Purchase Notice (PPN).  

Click on Download order form to get a blank copy of the PPN for the class of goods required ie Photocopier or Apple equipment.

Downloaded PPN forms are in Word format.  Please type information into the form in preference to sending handwritten forms.

Note: Some suppliers maintain "pre-loaded" versions of the PPN on their web-sites.  Pre-loaded PPNs contain product and pricing information for the selected goods as well as supplier address details.  Pre-loaded forms can speed up the preparation of the order. You will need to add your own information to the form such as quantities, account codes, leasing period and delivery instructions.

The full (GST exclusive) purchase price of the goods from the supplier must be represented on the PPN.  This is not the leasing charge but the amount that Macquarie IT pay the supplier for equipment.  Macquarie IT then set a quarterly leasing rate as determined by the purchase price, the lease term and the class of goods.

* If you require an estimate of the quarterly leasing rate then see Leasing Rates

Get the PPN authorised at Cost Centre level. This is applicable to both Online and Paper Based orders.

Note: The authorising officer must have sufficient financial delegation to cover the full purchase price of the goods as nominated on the form.  Forms not appropriately authorised will be returned.

Do not send the form directly to the supplier.

All orders for leased equipment are to be forwarded to Monash Procurement  who will process the order and send a copy of the PPN to the supplier and Macquarie IT.

Both online ordering systems and paper-based orders need to submit a printed and signed copy of the PPN to Procurement Services for signature checking.

Refer to Where to send forms

Upon receipt of a PPN the goods will be supplied, delivered and installed by the supplier.  On completion, the supplier will send an Acceptance Certificate to Procurement Services for processing.

Note: If there are any problems with the installation, a Cost Centre has five working days to report this to Monash Procurement  before the Acceptance Certificate is forwarded to Macquarie IT.