Find frequently asked questions about the hardware and software order form.

​​​​​​​I submitted my order. What is next?

Order Steps: Service Desk, Speed Chart, Finance, Order Desk, Order Received, Order Delivered

What is the delivery turnaround time?

The average time of arrival of our offered equipment is up to five weeks, upon authorization by the speed chart approver and finance.
Any hardware not listed in our catalogue may take longer than usual, as prices need to be quoted with our vendor.
Any custom equipment may require a longer delivery time from our vendors.
The price quotes turnaround from our vendor is 4 to 5 business days.

What can I order through the form?

You can order laptops, docking stations, desktops, monitors, mobile devices, headsets, webcams, accessories, and software.
Visit the Equipment page to view the standardized computer equipment.

I am ordering a mobile phone. How do I set up the voice and data?

The voice and data is set up separately in accordance with the Faculty’s Voice and Data Usage Policy.
Please complete the Employee Acknowledgement & Cost Centre Approval Form and submit it to Finance.

How often is computer equipment replaced?

Our standard equipment warranty is three years, so we can generally replace equipment under warranty from the vendor within the first three years.
If the computer is three to four years old, it undergoes an assessment to determine feasibility of repair.
Computers older than four to five years are usually replaced rather than repaired.

Why is my order undergoing an assessment?

Custom orders and orders to replace equipment that is less than three years old will undergo an assessment to ensure cost effectiveness.

How are orders assessed?

The evaluation criteria for standard and custom orders depend on the nature of the request, whether the system is upgradable, and the age of the hardware.

Who can authorize my order?

The PG manager of the speed chart will need to authorize your order. If you are unsure who is your PG manager, please contact your manager.

My PG manager is away on vacation or out of the office. Will my order still be processed?

It is your responsibility to ensure you specify an available signing authority for the speed chart. If your PG manager is out of the office and unable to approve your order, please specify another available signing authority for the speed chart.

What happens if my order is declined?

The order will be cancelled if a designated approver declines it. You will need to start a new form if you would like to request an alternate item. Contact your manager or the MedIT Service Desk to see if there are alternative options.

I cannot find the name of my PG Manager in the form. What should I do?

Please contact the MedIT Service Desk at medit.servicedesk@ubc.ca.

My PG Manager has not received any email to approve my order.

An automated email will be sent to the email address linked to the CWL profile. In some cases, users have a non-UBC email account linked to their CWL profile.
Please ask your PG manager to check the email account linked to their CWL profile, and the Junk Mail folder.
You can also contact the MedIT Service Desk at medit.servcedesk@ubc.ca to have the notification re-sent.

I received an automated email requesting my approval for an order. What do I do?

Click the link in the email to view the order.
Review the order.
Click the ‘Approve’ or ‘Reject’ buttons. If applicable, you can also add comments.

How can I check the status of my order?

You can check the status of your order by going to the link in the confirmation email you received.

Why can’t I access the form?

You are required to login with your Campus Wide Login (CWL) username and password to access the form.

I do not have a CWL account to submit my order. What should I do?

Please contact the MedIT Service Desk at 1.877.266.0666 or medit.servicedesk@ubc.ca.

If you have any questions, please contact the Purchasing Coordinator at purchasing.coordinator@ubc.ca.