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ATLAS Cost Sharing Initiative

Overview

The ATLAS Cost Sharing Initiative will provide financial reimbursements from ATLAS to ATLAS supported units for computer purchases made by units from May 1 of the previous fiscal year to April 30 of the current fiscal year, based on:

  • Availability of ATLAS funds to finance cost sharing
  • Financial need of the unit

In Scope

Enterprise level desktop and laptop purchases that qualify for cost sharing must have been an ATLAS approved purchase made by an ATLAS supported unit (with unit funds) between May 1 of the previous fiscal year and April 30 of the current fiscal year.

Out of Scope

Computer purchases that do not qualify for cost sharing include:

  • Computer purchases made by the college for newly hired, tenure track faculty
  • Computer purchases made with grant funds for research or other purposes
  • Computer purchases made for home or remote use
  • Computer purchases made in conjunction with LAS Special Initiatives
  • Computer purchases made for a computer classroom
  • Computer purchases made by the college as part of a new EO agreement
  • Computers purchased without ATLAS pre-approval

Submission Process

All Cost Sharing requests from units must include:

  • The combined balance in the unit’s state account and ICR account as of March 30 of the current fiscal year.  More specifically, the March 30, state balance represents permanent plus nonrecurring balances on all state CFOPs excluding summer, plus, the units ICR balance (no faculty or grant ICR). 
  • The total number of Faculty FTE + Ac Pros + Civil Service Staff + TAs in the unit as of March 30 of current fiscal year
  • Ptag # of each computer purchased
  • Cost to the unit of each computer purchased
  • Manufacturer\Model of each computer purchased
  • PDF of receipt for each computer purchased
All Cost Sharing requests must be submitted via FormBuilder: go.las.illinois.edu/ATLASCostSharing

The submitted requests will first be reviewed by the appropriate IT Pro and then forwarded to ATLAS administration for processing.

The IT Pro will confirm the computers are ATLAS approved purchases and enterprise level devices.  The IT Pro will also provide a total end point count for the unit as well as a copy of the current annual replacement cycle report.

Evaluation Process

The information submitted via Formbuilder will be imported into a spreadsheet which will be used to calculate cost sharing amounts based on:

  • Availability of ATLAS funds to finance cost sharing
  • Financial need of the unit
    • The combined balance in the unit’s state account and their ICR account as of March 30 of the given fiscal year.  More specifically, the March 30, state balance represents permanent plus nonrecurring balances on all state CFOPs excluding summer, plus, the unit’s ICR balance (no faculty or grant ICR).
    • The total number of Faculty FTE + Ac Pros + Civil Service Staff + TAs in the unit
    • The total number of computers supported by the unit

 

FY 2016-2017 Post Rollout Annual Timeline


Phase

Expected Start Date

Expected End Date

1.0

Units may begin submtting requests for purchase made May 1, 2016, to April 30, 2017

May 16, 2016

May 15, 2017

2.0

ATLAS IT Pros provide units with inventory and replacement cycle reports

Beginning of each semester

 

3.0

Units Evaluate Replacement Cycle

Continuously

 

5.0

ATLAS Informs Units of Cost Sharing Amounts - If funds are available

May 16, 2017

June 1, 2017

6.0

ATLAS Transfers Cost Sharing Funds to Unit

June 15,2017

June 30, 2017