Information Technology Related Purchases Policy (4.4-1)

Purpose

This Information Technology Related Purchases policy is a supplement to the Purchasing and Check Requisition policies included in the Operations Manual and the Procurement Card policy.   The following documents purchasing/payment rules related to information technology related purchases.

Hardware/Devices (desktop/laptop/netbook computers and other peripherals)

  • Individual purchases less than $500 can be done via specific methods (Purchase Requisition /Check Requisition) as long as documented ITS department approval for the specific item and purchase price is attached. 
  • Individual purchases with a cost of $500 or more must be processed through a Purchase Requisition.  ITS department approval will happen through the Purchase Requisition routing process.  Procurement cards and Check Requisitions may not be used for items with a cost of $500 or more.

Asset Tracking

  • All PC's, Laptops, Notebooks and Mac's will be tracked in the Fleet Report maintained by Technical Services.
  • All Classroom Technology will be tracked in the Classroom Technology Fleet Report maintained by the IT Support Center.

Software (excludes tablet and handheld software)

  • Review the Software Purchasing and Installation Policy for specifics.
  • All desktop/laptop/netbook software, regardless of cost, must be purchased through a Purchase Requisition.  ITS department approval will happen through the Purchase Requisition routing process and does not need to be secured in advance of initiating the Purchase Requisition.   This method is required to ensure that the University is aware of all licensing and related tracking requirements.  Procurement cards and Check Requisitions may not be used for any software purchase.
  • ITS will track "software assets" for PC's, Laptops, Notebooks in the Key Server Software.

Apps/Software for Slate/Tablets/Handheld Devices (i.e. iPad, iPod Touch, Smartphones)

  • Acquisitions of Apps (applications for handheld/mobile devices) are typically handled through direct-online app stores with accounts that are directly associated with the hardware device.  Check with Business Services as to how to procure applications for tablets. 

Departmental/Vice President Approval

  • Information technology related purchases are still subject to the required departmental/vice president approvals specified in the separate Purchasing, Check Requisition and Procurement Card policies.
  • If you have questions related to Information Technology related purchases, please contact Business Services.
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