Purchasing IT Equipment at SISSA
This short guide explains how to request the purchase of IT equipment (hardware, software, licences)
How to request a purchase:
The request must be sent by email to: helpdesk@sissa.it
Suggested subject: Request for IT equipment purchase
Who can request a purchase:
Anyone with research funds or other funds that can be used for this type of expense may request a purchase.
If the requester is not the fund holder, written confirmation from the fund holder will be required. We therefore recommend adding the fund holder directly in copy in the email or, in any case, before accepting the quotation.
What to include in the request:
The email must always include:
- the fund code to which the expense will be charged;
- a detailed list of the item or items to be purchased;
- any required technical configurations;
- any specific requirements, such as performance, compatibility, urgency, intended use, or particular constraints.
Fund verification:
ITCS does not have visibility of fund codes or of the available budget within them.
Before sending the request, it is therefore necessary to check with the relevant offices:
- that the fund code is correct;
- that sufficient budget is available;
- that the relevant analytical accounts are compatible with the requested purchase.
Prices and purchasing platforms:
Purchases are carried out through the platforms provided for Public Administration, in particular MePA.
For this reason, prices shown online, in large retail chains, or on other commercial channels should not be considered indicative of the final purchase price for SISSA.
Links to products available online can be useful as a technical reference, but they do not guarantee either the price or the availability of the indicated product. As an economic estimate, it is preferable, when available, to refer to the prices published on the manufacturer’s website.
For inventory items, the maximum available warranty extension is mandatorily added during the purchase process, with the aim of covering the asset’s depreciation period, generally calculated as 5 years.
For laptops: only ITA or ENG/USA keyboard layouts can be selected
You (or the fund holder) will receive the quotation for approval. Once approved, the process will be forwarded to the appropriate administrative offices.
Average timelines:
Timelines may vary significantly depending on:
- the type of item requested;
- product availability;
- the supplier;
- administrative processing times;
- any market or geopolitical criticalities;
- the need to group multiple purchases into a single procedure.
Whenever possible, purchases are grouped together to simplify administrative procedures and obtain better economic conditions.
For this reason, precise or guaranteed delivery times cannot be ensured.
Users are therefore advised, whenever possible, to plan their IT equipment needs well in advance.
As a general estimate, the average timeline is approximately 90 days.
Where the material is delivered:
The material is delivered to the ITCS offices, where its conformity with the order is checked.
For some items, on-site testing by the supplier or manufacturer may be required.
After verification, the item is inventoried, where required, and only then can it be delivered to the final user.
Ownership of the purchased item:
The purchased item remains the property of SISSA.
The material is temporarily assigned to the person indicated by the holder of the funds to which the expense has been charged.
Use outside SISSA:
The item may be taken outside SISSA only if the relevant assignment form has been prepared or requested.
For laptops, “external” assignment is normally considered automatic. For other material, however, the need for off-site use must be specified in the request.
Personal purchases and reimbursements:
It is not possible to purchase IT equipment directly and request reimbursement afterwards.
Any purchase must follow the procedures established by SISSA.
Responsibility for the item:
The item is assigned to the final user, who is required to keep it and use it with care. In case of loss, theft, or damage, the user must promptly inform ITCS by sending an email to helpdesk@sissa.it Depending on the case, it may be necessary to file a report with the competent authorities.
The assignee may also be held responsible for any damage caused to the item due to negligence or improper management.
Returning the item:
If the user to whom an item has been assigned leaves SISSA, or if the holder requests its return, user must return the material received on assignment.
The item must be returned in the condition in which it was delivered, except for normal wear and tear due to use.
Framework agreements:
The Administration may enter into framework agreements with specific suppliers in order to obtain more advantageous economic conditions for users and speed up purchasing procedures.
The currently active agreements are:
Apple products: under implementation
Mobile Workstations (laptops): under implementation