What is an Asset Request (IT Asset Requisition)?
An asset request (asset requisition) is a formal internal process to obtain a new asset within an organization. In an IT context, employees request hardware or software by filling out an asset request form (also called an asset requisition form). This form captures details like the item needed, quantity, and justification. Once submitted, the request triggers an approval workflow. Then, managers and finance review it to ensure proper authorization and budgeting.
TL;DR
Asset request (asset requisition) is a formal process to request new equipment in an organization. It requires submitting a standardized asset request form and getting manager and finance approvals.
This ensures all purchases are authorized and within budget, preventing unauthorized or wasteful spending.Asset requests streamline procurement, improve compliance, and help employees get the assets they need.
IT Asset Requisition Process
The asset requisition process typically involves a few key steps
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Submit Asset Request Form:
First, the employee identifies a needed IT asset (e.g., a laptop or software license). Then, they submit an asset request form with the necessary details and justification
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Manager Approval:
The request is routed to the employee’s manager. The manager reviews the request for necessity and accuracy. If everything is justified, the manager approves it (or requests corrections if information is missing).
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Finance Review & Fulfillment:
Asset request (requisition) uses forms and approvals to streamline IT asset management. As a result, employees quickly get the equipment they need.
Many organizations use IT asset management software to automate these steps. A digital workflow processes every request and boosts transparency by showing who requested it, when, and its current status. In fact, companies with automated purchase-to-pay platforms report 60% less maverick (rogue) spending compared to those without such systems. This highlights how technology and tools like AssetCues can make asset requisition more efficient and controlled.
How Asset Requests Support Employee Asset Management
A structured asset request process brings clear benefits to both IT and finance teams, especially in managing employee assets:
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Efficiency & Speed:
Streamlined requests reduce delays and manual work, speeding up asset delivery. This means new hires and current staff get their tools faster (one survey found 43% of new hires waited over a week for basic work equipment when onboarding was unorganized).
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Cost Control & Compliance:
Approval workflows enforce budget compliance and prevent unauthorized purchases, reducing wasted IT spend. Every purchase is justified and approved, so finance can curb “maverick” spending and ensure policy compliance.
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Tracking & Accountability:
The system logs each asset request, which enhances tracking and auditability throughout the asset lifecycle. Consequently, you can quickly identify who received each asset, which improves inventory control and simplifies recovery when assets are retired or employees exit.
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Employee Productivity:
Employees get needed equipment faster, which boosts productivity and morale. Ensuring staff have the right tools at the right time helps them do their jobs efficiently, leading to better performance and engagement.
In summary, an asset request/requisition system ensures a controlled, transparent approach to IT procurement that benefits the entire organization. It gives finance teams oversight to protect budgets, while IT teams can deliver equipment to employees without unnecessary hurdles. For employees, it means having the proper tools without long waits or red tape.
Next Steps – Optimize Your Asset Requests: Modern IT asset management solutions like AssetCues can further streamline the asset requisition process. They offer self-service portals for asset requests, automated approval routing, and integration with inventory records. This not only saves time but also provides real-time visibility into asset distribution and spending.
Ready to enhance your asset request process?
Ready to enhance your asset request process?
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