Laptop Upgrade Policy & Eligibility

1. New Hires

All new employees joining the organization will be provisioned with a new MacBook as part of their onboarding process. The IT department will coordinate with the hiring manager to ensure the device is ready on the employee's first day.

• MacBook model will be determined based on role requirements
• Standard configuration includes pre-installed company software and security settings
• Device will be assigned to the employee and tracked in our asset management system

2. Laptop Expiry

Laptops that have reached their designated lifecycle expiry period are eligible for replacement. Our standard laptop lifecycle is three years from the date of purchase.

• Expiry date is calculated from the original purchase date, not assignment date
• IT will proactively notify employees 60 days before their laptop reaches expiry
• Employees may request early notification if planning project work around replacement timing

Step 1: Verify Eligibility

Before submitting a request, confirm your eligibility by checking your current laptop's purchase date in the IT asset portal or by contacting the service desk.

Step 2: Submit Service Request

Submit a laptop upgrade request through the IT service portal with the following information:

• Current device serial number
• Reason for upgrade request (new hire or expiry)
• Preferred MacBook model (based on role requirements)
• Any special software or configuration requirements
• Requested delivery date (minimum 10 business days notice required)

Step 3: Manager Approval

All laptop upgrade requests require manager approval. Managers will receive an automated notification and must approve within five business days. Requests for higher-specification models than the standard for your role require additional IT manager approval.

Step 4: IT Review and Procurement

Once approved, the IT team will review the request and initiate procurement. Standard processing time is 7-10 business days, though this may vary based on device availability and configuration requirements.

Step 5: Device Preparation

The IT team will prepare your new MacBook with:

• Latest macOS version and security updates
• Company-standard applications and tools
• Security certificates and VPN configuration
• Mobile device management enrollment
• Backup and migration tools for data transfer

Step 6: Collection and Setup

You will be notified when your new MacBook is ready for collection. The IT team will schedule a 30-minute setup session to complete the transition.

Data Migration

Employees are responsible for backing up their data before device replacement. The IT team provides support through:

• Migration Assistant for direct device-to-device transfer
• Cloud backup verification (OneDrive, Google Drive)
• Manual data transfer assistance if needed

Old Device Return Requirements

All replaced devices must be returned to IT within five business days of receiving the new device. Failure to return devices may result in payroll deduction for the unreturned asset value.

Before returning your old device:

1. Ensure all personal data has been backed up
2. Remove any personal accessories (cases, stickers, etc.)
3. Include the original power adapter and charging cable
4. Sign the device return acknowledgment form

The IT team will perform a secure data wipe on all returned devices before recycling or repurposing.

Can I request a Windows laptop instead of a MacBook?

MacBooks are the standard approved devices for our organization. Windows laptops may be approved for specific roles requiring Windows-only software. Submit an exception request with business justification for IT Manager review.

What happens if my laptop breaks before the expiry date?

Hardware failures are assessed on a case-by-case basis. If the device is under warranty, it will be repaired. If repair costs exceed 60% of replacement value or the device is unrepairable, early replacement may be approved.

Can I upgrade my RAM or storage instead of getting a new device?

Modern MacBooks have non-upgradeable components soldered to the logic board. Upgrades are not possible, and replacement is the only option for increased specifications.

How do I check when my current laptop expires?

Log into the IT asset portal and navigate to "My Devices" to view your laptop's purchase date and calculated expiry date. Alternatively, contact the service desk for this information.

Can I keep my old laptop?

Company policy requires all replaced devices to be returned to IT. In rare circumstances, employees may purchase their old device at fair market value subject to Director approval and completion of a secure data wipe.