Your research funding terms and conditions may allow for the procurement of computer hardware, software, telephone equipment or related devices. Information Technology (IT) procurement must be paid for through research funds (funds 6 and 7) or special purpose funds (fund 8).
Terms of your award will be attached to the award document or incorporated by reference to policy, usually found online. Make sure you read and understand the terms before purchasing.
All procurement of IT and telephone devices must be pre-approved, in accordance with PHSA's
RIS Policy - 180 "Acquisition of Computers, Software, Telephony Equipment and Related Devices for Research" (PDF), and follow applicable IT and Finance procedures. You will not be reimbursed for purchases that have been made without prior approval.
Your first step is to complete PHSA's "Pre-Authorization Form – IT Device for Research" (XLS). This form must be completed and approved before procurement can begin. The IT department responsible for approving your form will send a copy to the appropriate Finance/Research Administration department for their records. You will also need to attach a copy of the form to your reimbursement request or credit card reconciliation to ensure payment by Finance.
The procurement process will vary depending on the network you will be using:
IT and telephone devices are to be connected to, or installed on, a dedicated research network located at the BC Cancer - Cancer Research Centre, the BC Cancer - Genome Sciences Centre or the BC Children's Hospital Research Institute, you will coordinate the procurement and setup of IT devices through that site's research IT department.
Your site IT department will approve the pre-authorization form and forward a copy to BC Children's Hospital Research Institute Finance (for the BC Children's Hospital Research Institute network) or to BC Cancer Research Administration (for BC Cancer-CRC or BC Cancer-GSC) for their records.
If IT and telephony devices are to be connected to, or installed on, the PHSA network, you will coordinate the procurement of IT devices through PHSA IM/IT.
PHSA IM/IT will approve the pre-authorization form and forward a copy to PHSA Research Administration for their records. If you are at a site other than BC Children's Hospital Research Institute or BC Cancer, you will also need to forward a copy to PHSA Finance.
For step-by-step instructions on the process, refer to PHSA POD's
Non-standard Device/Software Requests page (password-protected site).
All equipment/software/devices purchased using Fund 6 or 7 funds require prior approval, even if they are not attached to any network or are using a different network such as UBC. In this case, PHSA IM/IT will configure and assign an asset ID number. They will also send a copy of the approved form to PHSA Research Administration for their records.
