Physician Equipment Procurement using CME & PEF Funds

Department Administrators have two options when purchasing new hardware/software for physicians using CME/PEF funding:

Option 1: Through the health system (recommended)

• Equipment is ordered through a department administrator on the physician’s behalf (using the department administrator's hospital cost center, not UKPss cost center).
• Department administrator must contact UKP accountant for reimbursement. Physicians are responsible for sales tax if PEF-funded.
• HITS is responsible for procuring, deploying, and managing the equipment (including the operating system, patches, security, software installations, and hardware support)
• Choose from the following equipment options, subject to change: (Download/print PDF version)
  1. Windows: HP EliteBook 840 G8 14" laptop (Intel i5-1145G7, 8GB memory, 256GB SSD), 3-yr warranty
  2. Windows: HP Dragonfly G2 13.3" 2-in-1 touchscreen laptop (Intel i5-1145G7, 16GB memory, 512GB SSD), 3-yr warranty
  3. Mac: Any current device running Big Sur OS or newer (Apple M1 or Intel processor, 16GB memory, 512GB SSD), AppleCare+ extended warranty/damage protection recommended
  4. Tablets: Apple iPad, Air, Mini or Pro model running iOS14 or newer, AppleCare+ extended warranty/damage protection recommended
• Use MyIT self-service to make a purchase request.
  • MyIT Hardware Request
  • MyIT Software Request

Option 2: Outside the health system (physician purchased)

• HITS will support Citrix access to health system resources.
• Limited access to local hospital resources (No local access to resources or VPN).
• Support for software installations is limited due to software licensing and compliance restrictions. (Exceptions: Citrix, Microsoft 365, Teams and Zoom)
• HITS recommends an extended warranty of at least three years, as well as accidental damage/loss/theft coverage via manufacturer or physician’s personal insurance company.
• Recommended minimum hardware configuration: (Download/print PDF version)
  • Windows: Enterprise-grade systems running Windows 10 Professional 64-bit (Intel 11th gen i5 quadcore CPU or AMD Ryzen 5000 quadcore CPU, 16GB memory, 512GB SSD), Intel Wi-Fi 6 (802.11ax) wireless with Bluetooth 5.1, webcam and microphone, and 3-yr warranty & damage protection. For desktops, a 24" 1920x1080 IPS display (or greater) is required for Citrix/O2. Logitech webcams are recommended if your desktop does not include one.
  • Apple: Any current Mac device running Big Sur OS or newer (Apple M1 or Intel processor, 16GB memory, 512GB SSD), AppleCare+ extended warranty/damage protection recommended. For Mac desktops, a 24" 1920x1080 IPS display (or greater) is required for Citrix/O2. Logitech webcams are recommended if your Mac does not include one.
  • Tablets: Apple iPad, Air, Mini or Pro model running iOS14 or newer, AppleCare+ extended warranty/damage protection recommended

The following guidelines apply to all purchases:

• Devices are allowed based on departmental policy but must be for physician use in work-related activities.
• Items cannot exceed $2,500 without department chair approval.
• Physicians should reference their contract as well as UKP policies regarding reimbursement and frequency limitations for purchases.
• Items may be taxable to the employee depending on applicable IRS regulations and on going ownership of the device. Please reference UKP policy for details.
• Department chairs may approve additional devices for an employee when the device is used in providing clinical care.
• Computer accessories, software, monthly charges, warranties and reasonable repairs are allowed.
• University software licenses cannot be included on health system hardware.

Questions? Please contact the HITS Service Desk.