Objective
Purchase computer equipment with University funds or through research grants.
Environment
To ensure fiscal responsibility, standardization, and alignment with institutional priorities, all technology-related purchases must comply with the University’s Procurement Policy.
The Staples (Apple) and Dell punchout catalogues allow faculty and staff members to make standard computer purchases directly through UWinsite Finance, streamlining the purchasing process with preferred pricing, automated requisitions, and access to Staples for Apple products and Dell for Dell products.
The Staples (Apple) and Dell punchout catalogues require faculty and staff members to have access to the self-serve procurement module. To request access to this module, please submit a ticket for UWinsite Finance. (Request Type – Requesting Access; Function – Payment Requests and Purchase Orders). Alternatively, you can contact the finance manager or administrative assistant within your department or Faculty to assist you with the purchase requisition process.
Which Process Should I Follow?
- Standard Purchase: The required computer or accessory appears in the standard hardware purchase options and can be ordered through the Dell or Staples (Apple) punchout catalogue in UWinsite Finance.
- Non-standard purchase: No standard option meets your requirements, or you need advice selecting a product. IT Services must review the requirements and provide a recommendation or quote before a purchase requisition is submitted.
- Step 1: Consult Standard Hardware Purchase Options (Faculty or Staff Member)
If you have access to the self-serve procurement module in UWinsite Finance, you can review the standard hardware purchase options directly in the punchout catalogues.
If you do not have access to the self-serve procurement module in UWinsite Finance, please consult the standard hardware purchase options for desktop and laptop computers, tablets, monitors, docking stations, and other accessories before contacting the finance manager or administrative assistant within your department or Faculty for assistance.
- Step 2: Use Curated Punchout Catalogue to Submit Purchase Requisition (Faculty or Staff Member)
When you are ready to buy your computer, follow these instructions to use the curated Dell or Staples (Apple) punchout catalogue available through UWinsite Finance to select from the standard hardware purchase options.
After your purchase requisition has been submitted, it will follow your department’s or grant’s approval workflow.
- Step 3: Issue Purchase Order (Procurement)
When your purchase requisition is approved, a Purchase Order (PO) number will be generated. Please use the associated PO number (ex: UW123456) in step #4.
- Step 4: Submit a Device Setup Ticket (Faculty or Staff Member)
After you have obtained a PO number, please submit a Service - Computer Redeployment & New Computer Setup ticket, selecting the Request Type “Requesting assistance with setup of a new device.”
Use the description field in the ticket to provide IT Services with the PO number (ex: UW123456), date ordered, and details about who the computer is for. This information will help IT Services initiate the device setup upon delivery.
- Step 5: Delivery & Setup (IT Services)
IT Services will take delivery of the device(s). This delivery information is pre-set in the Dell and Staples (Apple) punchout catalogues in UWinsite Finance.
Once delivered, IT Services will document and, if needed, set up your new device. Setup can take up to five business days, and any updates will be provided in the ticket.
- Step 6: Receive the Purchase Order (Faculty or Staff Member)
Once you obtain your device(s) from IT Services, you will need to receive the purchase order in UWinsite Finance and email Accounts Payable at apinvoices@uwindsor.ca.
- Step 7: Pay Invoice (Accounts Payable)
Accounts Payable will pay the invoice issued by Dell or Staples (Apple) and close the requisition.
- Step 1: Consult Standard Hardware Purchase Options (Faculty or Staff Member)
Please first consult the standard hardware purchase options for desktop and laptop computers, tablets, monitors, and accessories. If these options do not meet your use case, or you are not sure, proceed with submitting a ticket for a non-standard computer purchase using the steps outlined below.
- Step 2: Submit a Ticket (Faculty or Staff Member)
Submit a Service - Computer Redeployment & New Computer Setup ticket, selecting the Request Type “Requesting assistance with the selection of a computer.”
Please include as much detail as possible about the product you are looking to purchase, including its intended use case and software, in the ticket. If you have a device in mind, please include the make/model and add a link or the device specifications if you have them.
Example: 14” MacBook Pro – M4, 16GB, 512GB SSD for special effects creation.
- Step 3: Review and Quote Generation (IT Services)
IT Services will connect with preferred vendors to review options, generate a quote, and share it back with you in the ticket.
- Step 4: Submit Purchase Requisition (Faculty or Staff Member)
When you receive the quote, please review. If you choose to proceed, submit a non-catalogue purchase requisition through UWinsite Finance. Please include the TeamDynamix ticket number in the description or justification field. This extra step will save effort, as Procurement requires a rationale for buying outside the standard hardware purchase options.
After your purchase requisition has been submitted, it will follow your department’s or grant’s approval workflow.
- Step 5: Issue Purchase Order (Procurement)
When your purchase requisition is approved, a Purchase Order (PO) number will be generated. Please use the associated PO number (ex: UW123456) in step #6.
- Step 6: Add PO Number to Ticket (Faculty or Staff Member)
When you receive the PO number, add it to the ticket so IT Services is aware that a device has been ordered. (ex: UW123456).
- Step 7: Delivery & Setup (IT Services)
IT Services will take delivery of the device(s). The ship-to information is pre-set during quote generation.
Once delivered, IT Services will document and, if needed, set up your new device. Setup can take up to five business days, and any updates will be provided in the ticket.
- Step 8: Receive the Purchase Order (Faculty or Staff Member)
Once you obtain your device(s) from IT Services, you need to receive the purchase order in UWinsite Finance and email Accounts Payable at apinvoices@uwindsor.ca.
- Step 9: Pay Invoice (Accounts Payable)
Accounts Payable will pay the invoice issued by Dell or Staples (Apple) and close the requisition.