4.8 Office equipment

Policy

Office equipment is provided to Ministers and their staff for use in their official duties. Office equipment for Minister's Offices includes such things as computers, printers, televisions, video recorders, mobile phones, photocopiers, and would normally not include furniture, stationery etc.

Ministers, Parliamentary Secretaries and their staff are to have regard to cost efficiency and administrative effectiveness when requesting office equipment.

Under no circumstances is the Minister's Office to give away, transfer, donate, trade in or dispose of any equipment. Equipment that is surplus to Office needs is to be returned to Ministerial Services.

Ministerial Services maintains a store of equipment that is available for short term loan.

Loan equipment includes digital cameras, satellite phones, a projector, a conference phone and replacement mobile phones.

Procedures

Ministerial Services manage the office equipment requirements of Ministerial Offices and requests for office equipment should be forwarded to Ministerial Services for consideration. Standard types, levels and amounts of office equipment apply, and items in excess of the standard will only be issued where a clear business need exists.

Purchases of office equipment will be made by Ministerial Services.

Ministerial Services will maintain a register of office equipment as required by the Financial Management Standards. Stocktakes of office equipment will be undertaken by Ministerial Services in conjunction with the Office at least annually.

Where equipment is surplus to the needs of the Minister's Office it is to be returned to Ministerial Services and a receipt will be issued. Ministerial Services will either arrange for the reassignment of the asset or alternatively its disposal in accordance with the Financial Management Standard.

Ministerial Services maintains a loan equipment pool. Conditions of use are as follows:

1. The Ministerial Office is required to take strict care over the custody and use of the equipment at all times, and should not permit the equipment to be used by another person other than from the above mentioned Ministerial Office.
2. The Ministerial Office will not use the equipment, nor permit it to be used, for other than official purposes.
3. If the Ministerial Office misuses the equipment (ie, uses it otherwise than in accordance with the above instructions or damages it in any way), costs will be charged to the office.
4. Equipment will only be loaned for a maximum period of 14 days. Further extensions must be approved by Ministerial Services and will be subject to availability.
5. If equipment is lost or stolen, the Ministerial Office will immediately inform Ministerial Services and report stolen items to the police.

Maintenance and repairs

Procedures

The Facilities Manager should be contacted for repairs and maintenance to computer equipment.

Ministerial Offices should organise maintenance and repairs of other Office equipment through Ministerial Services. Damage to equipment other than normal wear and tear should be reported to Ministerial Services together with brief details of how the damage occurred. These details will be required for audit purposes.

Last reviewed: 17 July, 2009

Last updated: 22 July, 2009

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