Computer Purchases

Purchasing Computing Devices

The preferred purchases method for all computing devices, including tablets and monitors, is to use the Stanford University Hardware Program as facilitated by H&S IT. This process requires a PTA and does not accept Pcards. H&S IT can help you purchase devices with specs beyond the standard computer models. By going through SUHP, the device is ordered by H&S IT, shipped to their location, encrypted per the Stanford requirements, and then deployed to you. To start this process, please create a ticket or schedule a consultation with CRC.

Since Summer 2024, the university launched a new policy that re-instates Pcards as an allowable (although not preferred by H&S) purchasing method. Please note that purchasing through SUHP offers more competitive pricing than other locations such as the Stanford bookstore. If you purchase your device outside of H&S and with a Pcard, you still need to make an appointment with CRC to turn in your computer for encryption. 

H&S Computer Replacement Program

Every 42 months (3.5 years), regular faculty members are eligible for computer replacement/upgrade. The program covers a base desktop system, including an operating system and MS Office Suite (where applicable). This program does not provide for extended computer equipment needs, including peripheral devices or software beyond MS Office. After receiving your replacement computer, your old computer needs to be surrendered to the department for proper disposal.

The H&S Computer Replacement Program requires you to purchase through SUHP at H&S IT. Pcard purchases are generally not allowed as a purchasing method in context of this program. In case of emergency (theft, urgent travel), the dean's office may grant an exception to this but it needs to be requested before the purchase is made. 

Cell Phones

Cell phones may not be purchased with Stanford research funds. The only exception is when a secondary phone is needed (in addition to a professor's personal cell) and used only for official Stanford business. If a faculty member has such a need, they should be in touch with the Finance Associate who can facilitate the purchase via Stanford's IT Department.

Tech Paraphernalia

Paraphernalia such as keyboard, mouse, external hard drives, etc. may be purchased per Pcard or through iProcurement. The purchase of wearable technology (Apple Watch, Google Glass, etc) with Stanford funds is prohibited by the University.

All goods purchased using Stanford funds (including computers and specialty equipment) are owned by Stanford University, and must be surrendered to the University at the end of its useful life, or in the event that a faculty member’s employment with the University ends. Personal sales of Stanford property is strictly prohibited.

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