Computer Equipment Procurement Initiative

At the University of Alberta, our devices shape how we teach, learn, research and collaborate. While the Computer Equipment Procurement Initiative, launched in July 2025, aimed to address security vulnerabilities and support wait times, we have heard your feedback regarding delays and costs.

We are committed to balancing institutional security with the specialized needs of our community. Based on this feedback, we have implemented interim changes to provide greater flexibility for research and professional needs.

What’s changing?

As of April 1, 2026, the following updates apply to specialized funding sources:

Professional Expense Reimbursement (PER)

  • If you are eligible for the Professional Expense Reimbursement (PER), you may procure computer equipment through a vendor of your choice or through the university’s approved vendors.
  • You must make purchases with personal funds and submit them for reimbursement with receipts.

Research-Funded Equipment

  • Standardization mandates are removed for equipment purchased entirely through research funds. You may use a vendor of your choice or continue through IST.
    • Make purchases independent of IST in SupplyNet, or use a Corporate Purchasing Card (PCard).

What stays the same?

Centralized procurement remains mandatory for all purchases funded by operating dollars and evergreen programs. This ensures:

  • consistent visibility and protection against cyber threats
  • faster service from IST on a standardized set of known devices
  • responsible and scalable use of institutional funds

Note on PCards: While PCards are now permitted for equipment bought entirely with research funds, they cannot be used for operating fund purchases (which require the Computer & Accessories Request Form) or PER purchases.

Next steps

These changes are an interim step. We have formed an advisory group of faculty and staff to further refine the balance between flexibility and security. This includes developing a process for all devices purchased through a third-party vendor to be imaged or otherwise secured by IST, and formalizing a variance process for research-specific devices unable to run IST’s security tools.

Myth vs. Fact

Myth: “Standardization means a one-size-fits-all solution.”

Fact: Standardization means consistency where practicable. The new interim changes specifically restore flexibility for specialized research and PER needs.

Myth: "IST is slow, and I won’t get my computer when I need it."

Fact: For centralized orders, our vendor agreements target turnaround times of 5–10 days. For independent research purchases, the timeline is now within your control, provided you coordinate with IST for the security review.

Myth: "I can no longer use SupplyNet for independent purchases."

Fact: While you can use preferred vendors, the university still encourages using preferred suppliers through SupplyNet to access negotiated pricing, warranties, and repair services.