FAQs

Go to your organization’s Hardware Request Portal. If your organization isn’t listed, select the tile labeled, “Stanford University Hardware Program - General Request.”

Access the Request Portal

1. Log into the Services & Support portal (services.stanford.edu).
2. Go to My Tickets from the top menu to view your hardware request(s). Computers, monitors, and accessories will appear as separate tickets.
3. Click into a ticket to view details and communicate with the assigned technician for updates.

Faculty and staff. (Students are not included at this time.)

All organization-defined standard models are in stock and are recommended for fastest delivery. Non-standard models may not be kept in the hardware program inventory. Once ordered, they are subject to the vendor’s delivery time, which may be different for each model. This may result in deployment times exceeding three weeks.

Automatic approval occurs when a purchase is within your organization’s program guidelines (e.g., standard models, eligibility requirements). Manual approval is required for purchases outside of your organization’s program guidelines (e.g., non-standard models, eligibility requirements).

Approvers will receive an email that prompts approval in Oracle Financials System. An example of an approver might be your manager or a member of your organization’s finance team.

Reach out to your local IT with your REQ number to cancel your order. You can also communicate directly with the assigned technician on the ticket details page from My Tickets in the Services & Support Portal.

No; however, you can find the lowest-available education pricing on Stanford-selected custom configurations at the Stanford Bookstore’s Cardinal Technology Center, Apple’s online store for Stanford or the Dell Store for Stanford.

A PTA (Project-Task-Award) is the account number Stanford uses to pay for equipment. If you’re unsure what your PTA is, your hardware program manager or department administrator can provide it to you. You can also learn more on Fingate.

• If the system doesn't request a PTA, your department has a centralized budget that covers standard hardware orders. Do not check the box.
• If the system does ask, it means either your department's coverage doesn't apply or you've added a custom order. Do not check the box.

When in doubt, ask your department or hardware program administrator. You can also submit a request to the SU Hardware Program team - we're happy to help!

Not always, it depends on your department:

• If you don’t see a PTA box when placing your order, that means your department or school is covering the full cost, and you don’t need to enter anything. Do not check the box.
• If the PTA box does show up, your department may only be covering part of the cost—or none at all—and you’ll need to provide a PTA account number. Do not check the box.

If you’re unsure, please check with your department's administrator or hardware program manager. You can also reach out to the SUHP team at any time through the SU Hardware Program General Support Request form.

This can happen for a couple of reasons:

• Your department doesn't have a PTA on file.
• You added a custom item to your order (all custom items require a PTA).
• Your organization doesn't have centralized PTA coverage.
• Your organization is only covering some, but not all, employee affiliations. Typical affiliations covered include faculty, staff, and postdoctoral researchers. Generally, casual and contract staff are not covered.

Yes. Anytime you order custom hardware, you'll need to provide a PTA. Please enter your department's PTA information or split PTAs.

Yes, you can. If your order needs to be shared among multiple PTAs, simply provide all the PTA account numbers when placing the order. The splits will have to be calculated as a percentage, which must equal 100%. Your department or hardware program administrator can help if you’re unsure which PTAs to use.

Any overage amounts require a PTA to cover the difference. You don't need to calculate this yourself unless you're splitting extra costs across multiple PTAs. A single PTA will cover 100% of the overages only.

For more information on your organization's specific guidelines, please refer to the following resources:

• UIT Refresh and Request Portal (internal)
• H&S: Request Portal (internal)
• SUHP Catalog

Is your organization not listed or are you unsure about your organization's guidelines? Go to your organization's Hardware Request Portal and select the tile labeled " Stanford University Hardware Program - General Request."

Access the Request Portal

Yes, non-standard or custom orders can be requested by selecting “I need something else…” from the drop-down menu on your Hardware Ordering Portal. Your order will undergo financial approval before the final order is placed.

Pricing is based on the requirements of your organization and is discussed at the initial consultation.

SU Hardware Program—Am I eligible for a new computer? is a lookup tool for checking if your computer qualifies for a refresh. Using your SUNetID, you can quickly assess your computer's eligibility based on its age. 

The default view shows your eligibility, but you can also check eligibility for others by entering their SUNetID. 

For questions, contact the Stanford University Hardware Program team at:

SU Hardware Program - General Request

All computers and accessories through the program are the property of Stanford University and must be returned to your local IT when a new computer is assigned or upon employee separation. Equipment is held for two weeks before the data is wiped and evaluated for recycle or surplus. Any exceptions require a business need and organizational approval.

The hardware program does not directly offer loaner equipment. Check with your local IT about organizational support options.

Local IT manages the deployment of hardware to users, which may include on-site pickup or shipping of equipment.

The equipment return process may differ by organization. Contact your local IT to inquire about your organization's program guidelines.