The Computer Upgrade Program (CUP) is a centrally funded program designed to upgrade the computer equipment for UTK faculty and staff once every four years. Funding for the program is on an annual basis and is dependent each year on available resources. Maximum reimbursement amounts are established for base desktops and notebooks for the Windows and Apple platforms. Approved faculty or staff members may choose to purchase one of these systems as configured or they can go to one of the university’s contract vendor websites and configure a customized version of one of these base CUP systems. However, the system must meet or exceed the “like” base CUP configuration. Reimbursement is limited to the cost of the recommended base configurations.
For faculty, you must be a full-time employee of UTK and tenured or tenure track. Faculty receiving startup funds are not eligible within the first four years of employment. Non-tenure track faculty are eligible if they teach one class both fall and spring semester. Departmental computers managed by the department for classroom and teaching use are also eligible if resources are available.
For staff, you must be a full-time employee of UTK and at least half of your funding must come from a centrally funded E01 account.
Base configurations for Windows and Apple desktops and notebooks have been established. These machines have been configured to meet the work requirements of a majority of faculty and staff. The costs of the base machines represent the maximum reimbursement amount you will receive for your upgrade. You can order whatever customization of these machines your Dean or Department Head will approve. However, the selection must meet or exceed the recommended CUP configuration and any expense above the fixed reimbursement amount must be paid by the departmental cost center account.
Your Dean, Department Head, or Director appoints a contact person and a purchasing agent for your area, and all requests must come through them. Select the machine of your choice and then contact your purchasing agent.
No, peripheral equipment is not eligible this year due to limited resources.
Contact your departmental business office about the purchase records for your computer. If your computer was $1,500 or more at the time of purchase, the information is available in IRIS. If you have a Dell computer you can look up the purchase date on their site using your Service Tag Number. Apple computers have a similar web page based on your hardware serial number.
Each year the program is structured based on available resources, with the goal to upgrade as many older machines as possible. After careful consideration, the Administration has decided to return to the 4 year eligibility program.
The deadline to purchase CUP machines is 03/25/2024
The deadline to submit your completed FY24 CUP Reimbursement Form is 06/14/2024
We eliminated the required meeting a few years ago, focusing instead on web site documentation and emails to share and exchange information.
We no longer provide that information. Most departments maintain their own purchasing records.
01/08/2024 Deadline for college coordinator to submit purchasing agent (PA) to OIT
02/12/2024 Deadline to submit CUP requests to OIT (Mona Hernandez)
03/04/2024 Approved CUP requests to be sent out; PA’s may begin purchasing when approval
information is received
03/11/2024 Deadline to appeal to Budget and Finance
03/25/2024 Last day to purchase approved CUP equipment
06/14/2024 Last day to submit reimbursement forms to OIT
The Office of Innovative Technologies administers the CUP program on behalf of the Budget and Finance Office. Contact Mona Hernandez (mona@utk.edu or 865-974-2322) with any questions.
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