1281 - University of North Carolina at Chapel Hill Policy on Repair of In-Warranty and Out-of-Warranty Equipment



This policy conveys the requirements for obtaining repair or replacement of equipment whether or not a warranty exists.

Scope of Applicability

This policy applies to all University employees.


In-Warranty Equipment

Most equipment is warranted by the manufacturer against faulty parts or workmanship for a period of time after its purchase. Generally, a warranty card or online registration form must be completed and submitted to the manufacturer for the warranty to be in effect. Submission of such information is the responsibility of the using department and should be done as soon as an item is received.

Legally, a manufacturer is responsible for replacement or repair of defective equipment. However, the equipment must be returned freight prepaid to an authorized repair center, only the defective part is replaced at no charge, and replacement labor costs may be charged to the customer. A requisition must be submitted to obtain in-warranty service.

Out-of-Warranty Equipment

When a piece of equipment is in need of repair, and the repairs cannot be managed by University repair facilities, it should first be determined if the item is still in-warranty. Secondly, it should be determined if a service maintenance contract is in effect. If there is neither, a request for out-of-warranty service should be submitted via a requisition to Purchasing Services.

A requisition to return out-of-warranty equipment to the manufacturer or service agency for repairs should include:

  • The nature of the repair.
  • The name of the original supplier, if available.
  • The original Purchase Order number, if known.
  • Shipping instructions.
  • Estimated repair costs from the manufacturer or service agency.

Shipping charges for the return of the equipment will be the responsibility of the requesting department.

Emergency Repairs

Contact Purchasing Services immediately so the Purchase Order can be expedited. It is possible the Purchase Order number may be assigned before a Requisition is even submitted, thereby authorizing the using department to call the manufacturer or service agency to expedite the repair.


Computer equipment that is determined to be repairable by the University's Computer Repair Center. The Requisition should be submitted to the ITS Computer Repair Center, who will arrange pick up and return of the item, and notify the department of the repair charge involved.

Additional Information

Frequently Asked Questions

Q: When does my warranty coverage begin?
A: A limited warranty begins on the date the equipment is received.

Q: What is a "proof of purchase"?
A: The proof of purchase is your copy of the sales receipt for the item. It should include this information:

  • The serial number of the equipment
  • The date of sale
  • The name, address, and phone number of the seller (dealer)

Q: What are some of the reasons a piece of equipment might be denied for warranty coverage?
A: The key reasons for equipment for denial of warranty coverage are:

  • Equipment is outside of the warranty coverage time period
  • Physical damage
  • Excessive exposure to heat

Additional exclusions may include abnormal use, abnormal conditions, improper storage, unauthorized modifications, unauthorized repair, misuse, neglect, abuse, accident, alteration, improper installation or other acts which are not the fault of the manufacturer.

Q: What are the costs for out-of-warranty repair?
A: Prices for repair vary by product and the nature of the repair.

Q: How long does a typical warranty last?
A: A typical warranty lasts about one year, however, that may vary depending on the manufacturer. After the warranty expires we recommend that you acquire an extended warranty depending on the value of the equipment.

Q: Would equipment purchased under state contract require a warranty for the equipment?
A: Yes. A manufacturer who has a contract with the State of North Carolina is required to provide a warranty on the equipment.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Policy Contact
Subject Contact Telephone Fax E-Mail
Warranty repair of equipment Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu



  • October 1, 2014: Revised naming of requisitions.
  • August 4, 2011
  • September 20, 2007
  • November 20, 2003
Print Article


Article ID: 131461
Thu 4/8/21 9:09 PM
Tue 10/31/23 1:20 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Next Review
Date on which the next document review is due.
11/10/2021 12:00 AM
Last Review
Date on which the most recent document review was completed.
11/10/2020 8:02 AM
Last Revised
Date on which the most recent changes to this document were approved.
11/10/2020 8:02 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
11/10/2020 8:02 AM
Date on which the original version of this document was first made official.
03/01/1998 12:00 AM