Division of Business and Finance

Computer Procurement Policy

The purpose of this policy is to define Brandeis University requirements for computer hardware and software purchases.

Computers are essential equipment for the University. In order to drive compliance and adhere to Brandeis University standards, all types of computers should be purchased, inventoried, and disposed of using established University procedures.

Computers that are purchased with University funds and need to be supported by University ITS staff, must be ordered using the established University procedures. It is discouraged to purchase computers outside of MarketPlace+. If a need comes up which requires a purchase outside of the established procedures, Procurement Services should be alerted prior to that purchase being made.

Definitions

Computers and software are defined as information technology equipment, including personal computers, desktops, laptops and software components needed for operation.

Policy

Computers must be purchased and disposed of using established University procedures. Purchase and disposal of computers through the University purchasing protocol ensures proper:

  • security and encryption coding;
  • coordination of IT support as well as supplier technical support;
  • integration into University’s life-cycle program;
  • documentation of warranty coverage;
  • inclusion and installation of appropriate software packages and ensures the University is not duplicating existing hardware and software resources;
  • identification and allocation to appropriate fund source (University funds or federally sponsored project funds);
  • review of when it may be appropriate to aggregate multiple computer purchases into a single capital asset;
  • use of advantageous pricing and shipping terms through University supplier contracts (i.e.: Dell, Apple);
  • exclusion of sales tax due to University’s tax exempt status;
  • deletion or “wiping” of the computer hard drive;
  • disposal of computers to comply with environmental concerns.

Frequently Asked Questions