Requesting New Hardware (Laptop, Monitor, Accessories)

⚠️ NOTICE: Hardware will NOT be ordered until this form is completed in full AND manager approval is confirmed. Incomplete requests will be placed on hold and returned for the missing information. Lead times depend on what's in stock at Argus IT — please submit your request as early as possible. Last-minute requests cannot be guaranteed.

Use this form to request new hardware for an existing Argus staff member — for example, a laptop replacement, an additional monitor, a headset, or accessories. This form is for hardware that is NOT already assigned to the user.

Before You Submit — Is This the Right Form?

Please check that this is the right article before continuing:

• ✅ Yes, use this form if: you need to request a new piece of hardware for yourself or another existing Argus staff member (replacement, additional, or specialty equipment). This includes Squirrel POS hardware (iPads, terminals, receipt printers).
• ❌ No — use a different article if:
  • You're onboarding a brand-new employee → use New User Onboarding Request — What to Include (KB-3001). Hardware for new hires is captured there.
  • Your existing hardware is broken or not working → submit a troubleshooting ticket instead (e.g., printer issues → KB-20001, Squirrel POS issues → KB-170009).

Required Information

Copy the block below into your ticket, then fill it in:

HARDWARE REQUEST
================

REQUESTER (who is submitting this ticket)
Your name:
Your email:
Your job title:
Your department / property:

RECIPIENT (who will use the hardware)
[ ] Same as requester
[ ] Someone else — name and email below:
Recipient name:
Recipient email:
Recipient job title:
Recipient property / venue:

HARDWARE TYPE — REQUIRED
[ ] Laptop
[ ] Desktop
[ ] Monitor (specify quantity and size if known):
[ ] Docking station
[ ] Keyboard
[ ] Mouse
[ ] Headset — [ ] wired [ ] wireless
[ ] Webcam
[ ] Company cell phone (requires HR / management approval)
[ ] Tablet / iPad (Squirrel iPad, or general business tablet)
[ ] Squirrel POS terminal (fixed) — specify venue and station:
[ ] Squirrel receipt printer — specify venue:
[ ] Other — describe:

MODEL / SPECIFICATIONS
[ ] Standard issue (whatever Argus IT typically deploys for this role — recommended)
[ ] Specific model required — describe and explain why:

For laptops, also indicate:
[ ] Standard user (Office, email, browser, light business apps)
[ ] Power user (heavy spreadsheets, design software, multiple large applications) — justification required

REASON FOR REQUEST — REQUIRED
[ ] Replacement (current hardware is failing, lost, or stolen — describe below)
[ ] Additional equipment for existing role
[ ] New role assignment requiring different hardware
[ ] Project-specific (temporary or specialized need — describe)
[ ] Other — describe:

If REPLACEMENT, what is happening to the existing hardware?
Asset tag of device being replaced (if known):
[ ] Will be returned to IT
[ ] Lost / stolen (incident report submitted: [ ] Yes [ ] No)
[ ] Already broken / unusable

TIMELINE
When is this needed by:
Is this urgent (operations-affecting): [ ] Yes [ ] No
If urgent, explain why:

SHIPPING / DELIVERY ADDRESS — REQUIRED
Where should the hardware be sent or picked up?
Property / location:
Attention to (full name):
Full address (including building, room, gate code if relevant):

DEPARTMENT / BUDGET CODE
Department or cost center to charge:
GL code (if known):

APPROVAL — REQUIRED
Approved by (manager name and email):
Approval date:

Has the manager been notified that this ticket is going in?
[ ] Yes — they are expecting it
[ ] Not yet — IT may need to contact them for confirmation

ADDITIONAL NOTES
(Any other relevant information — accessibility needs, specific software requirements,
travel schedule for delivery, etc.)

Why Each Field Matters

Standard vs specific model. Argus IT keeps a small set of standard configurations in stock — these can usually be deployed within a few days. Specific or non-standard models often require special ordering and may take weeks. Most users are well-served by the standard issue.

Reason for request. This determines whether the request goes through standard procurement or requires additional review. Replacements for stolen / lost hardware may require additional documentation (incident reports, etc.).

Shipping address. For staff at remote properties (Four Points YLW, Hampton Inn Fort St John, Home2 Suites FSJ, etc.), incomplete shipping addresses are the #1 cause of order delays. Please include the full mailing address, building, attention-to name, and any access notes (gate codes, hours when reception is staffed, etc.).

Manager approval. All hardware orders require management approval. Tickets submitted without approval will be held while we contact the manager — this can add days to the timeline. Get the approval first, then submit the ticket.

Standard Lead Times

⚠️ All hardware lead times assume stock is on hand. If the requested item is not in stock, expect a minimum of 5 business days — often longer depending on vendor lead times. Please submit requests as early as possible.

Approximate timelines once we have a complete request and approval:

• Standard laptop / desktop (from stock): 3–5 business days
• Standard monitor (from stock): 2–3 business days
• Accessories (keyboards, mice, headsets, webcams) from stock: 2–5 business days
• Squirrel POS hardware (iPads, terminals, receipt printers): 7 business days minimum, longer for non-standard items
• Non-standard or specialty hardware: 1–4 weeks depending on vendor lead time
• Company cell phones: 5–10 business days (requires HR / management approval and carrier provisioning)

Urgent requests for operations-affecting issues are handled as quickly as possible but cannot bypass approval, stock, and provisioning realities.

Common Mistakes to Avoid

• Submitting without manager approval. This is the most common cause of delays.
• "Just like Jane's setup." This is helpful context, but please be specific — name the model or describe the role / use case. Jane's specific config may not be appropriate (or available) for this requester.
• No shipping address. Especially for remote properties — without an address we cannot dispatch hardware.
• Asking for a brand-new model that's just been released. New laptop models can take weeks or months to make it through Argus IT procurement. If you need something soon, please consider the standard issue.
• Mixing hardware requests with troubleshooting. If your existing device is broken, submit a separate troubleshooting ticket. Mixing the two slows both down.
• Requesting hardware for a new employee using this form. Onboarding has its own process — use KB-3001 instead.

What Happens Next

1. Your ticket is received and reviewed. If any required info or approval is missing, we'll reply asking for it.
2. We confirm with the manager if needed.
3. Hardware is reserved from stock OR an order is placed with the vendor.
4. Once the device arrives or is ready, it's:
   • Asset-tagged (an Argus IT asset tag is applied — note this number for future tickets)
   • Configured with standard Argus software, security policies, and Microsoft 365 sign-in for the recipient
   • Tested before delivery
5. The hardware is shipped or made available for pickup per your shipping instructions.
6. The recipient receives a setup confirmation when the device is in their hands.

After You Receive the Hardware

• Record the asset tag. Future support tickets about this device will ask for it.
• Test it as soon as possible. If anything is wrong (DOA, missing accessory, configuration issue), report it within 5 business days so we can address it with the vendor under warranty.
• Old hardware return. If this was a replacement, please return the old device to IT promptly. Keeping it "just in case" prevents us from refurbishing it for the next requester.

Related Articles

• New User Onboarding Request — What to Include (KB-3001) — for new employees needing hardware
• User Departure / Deactivation Request — What to Include (KB-3002) — covers hardware retrieval
• Printer Not Printing — First Checks (KB-20001) — for printer troubleshooting (not new printers)
• Squirrel POS Terminal Not Working (KB-170009) — for Squirrel hardware issues

KB-200001 | Created: May 20, 2026