IT Hardware, Software, Subscription Purchases

GuidelinesÌýfor Purchases of IT Hardware and Software/Subscription Goods and Services:

These guidelines apply to all technology resources and related services that are owned, used, or otherwise operated by the University, regardless of the source of funding, location or intended purpose. Technology goods and services include but are not limited to: Audio visual equipment & services, Telecommunications equipment & services, IT hardware (switches, routers, controllers, etc.), IT services, Software/Subscriptions, Data storage, Computer equipment and accessories, Internet Service Providers (ISP), Computer data input services, Technology services, IT Consulting Maintenance contracts, Peripheral computer equipment (keyboard, cables, adapters, etc.), Network devices, Cloud services, World Wide Web site operation (host).

IT Hardware includes items like laptops, desktop computers, ipads/tablets, servers, storage, network equipment, connected peripherals such as keyboards, mice, headset, monitors and docking stations.

IT Software includes, but isn’t limited to, items like Amazon Web Services, Google Cloud, Mechanical Turk, Slack, Dropbox, Digital Science Overleaf, PDF Expert, Evernote, Grammarly, WriteLatex Ltd, Calendly, any type of subscription.

For further information refer to

IT Technology Procurement

IT Procurement Handbook

CU Marketplace (CUMP) – CUMP is the University’s electronic purchasing and payment system that includes online shopping through CU-specific supplier catalogs as well as forms for processing purchases from suppliers that do not have catalogs in the system. CU Marketplace is the preferred method to purchase IT goods and services regardless of whether there is an existing supplier catalog available for the purchase. Making purchases through CU Marketplace will create greater likelihood that your IT purchases are screened for system compatibility and support, contract and legal sufficiency as well as IT security risk and compliance, prior to completion of the purchase.Ìý

  • All IT goods or services that involve, but not limited to, digital interface, software, licenses, or systems that can store, manage, control, manipulate or retrieve information/data for human interaction, including videos, platform, web content/web development, and communications products require ICT compliance review and approval ICT Review Process Overview | Information and Communication Technology Integrity | °µÍø½ûÇø.Ìý See the ICT FAQ to determine if the product or service needs ICT review.
  • If there are terms and conditions (T&C) associated with the purchase, which is almost always the case with software and subscriptions:
    • For orders under $10K we must complete the small dollar contract review process prior to completing the order in CUMP.Ìý In these cases, small dollar contract review is separate from the CUMP Purchase Order (PO) process and is required to be completed before the CUMP PO process is transacted.Ìý The small dollar review process takes 2-8 weeks although for complex situations it may take longer.
    • For orders over $10K CUMP has a built-in process of review for T&C as they are reviewed by a Procurement Agent as part of the CUMP PO process.

Faculty may obtain CUMP Shopper access by following the instructions as this link, which also contains instructions on how to shop in the CUMP (students are not allowed this access)ÌýÌý /cs/facultystaff-resources/purchasing-cu-marketplace

Procurement Card - while procurement Cards (PCards) can currently be used for making IT purchases, consideration should be given to other procurement vehicles before proceeding, especially with purchases of software and applications. These purchases can create tremendous exposure for the University as there are no mandatory workflows to ensure contract and compliance review as part of these purchases. While PCards are not the preferred method for making IT purchases in general, their use is allowed when purchasing through CU Marketplace is not a viable option, or when there is a critical business need, and the CU Marketplace access is unavailable or unreasonable for the immediate IT procurement.Ìý When purchases of software and applications are made on the PCard, the cardholder is responsible for ensuring the purchase has been reviewed for legal, security and compliance concerns. Cardholder should refer to required reviews in the Contract and Compliance Review section of this .Ìý The single purchase limit is $5,000 for general cardholder use.

  • All software and subscriptions must be vetted through the small dollar contract process so that a Purchasing Agent can review the transaction before using a PCard. This process takes 2-8 weeks although for complex situations it may take longer.
  • All IT goods or services that involve, but not limited to, digital interface, software, licenses, or systems that can store, manage, control, manipulate or retrieve information/data for human interaction, including videos, platform, web content/web development, and communications products require ICT compliance review and approval, ICT Review Process Overview | Information and Communication Technology Integrity | °µÍø½ûÇø.Ìý See the ICT FAQ to determine if the product or service needs ICT review.​

Employee Reimbursement Out-of-pocket IT purchases - may be allowed and reimbursed when making a purchase through CU Marketplace is not a viable option, or there is a critical business need such as an unexpected/essential purchase that could not be deferred to regular business hours and standard business processes. These purchases should be treated as exceptions and they should be infrequent. Any such purchase should include an explanation with the expense entry in Concur with the reason the purchase could not be made in CU Marketplace or otherwise in accordance the established IT Procurement Handbook.Ìý Out-of-pocket reimbursement for small purchases of IT goods used for business-related needs is allowed without additional review. Common end-user IT peripherals (e.g. wireless mouse, charging cable, adapters) or items like batteries are allowed as an out-of-pocket expense and are eligible for reimbursement. These purchases are generally expected to be infrequent.Ìý

  • All software and subscriptions must be vetted through the small dollar contract process so that a Purchasing Agent can review the transaction before you pay out of pocket. This process takes 2-8 weeks although for complex situations it may take longer.Ìý However, the department guidance is toÌýnotÌýpurchase software or subscriptions out of pocket.Ìý If there is an urgent need for software or subscription purchases email CS team for assistance on what to do before purchasing this type of transaction out of pocket.ÌýÌý
  • All IT goods or services that involve, but not limited to, digital interface, software, licenses, or systems that can store, manage, control, manipulate or retrieve information/data for human interaction, including videos, platform, web content/web development, and communications products require ICT compliance review and approval, ICT Review Process Overview | Information and Communication Technology Integrity | °µÍø½ûÇø.Ìý See the ICT FAQ to determine if the product or service needs ICT review.

The following items are not eligible for reimbursement without an exception from fiscal compliance ahead of the purchase: cell phones, wireless services, wireless devices, computers, ipads/tablets.Ìý Contact CS team before paying for any of these items out of pocket.

How to Purchase IT hardware and Software/Subscription Goods and Services:

CU Marketplace (CUMP) – to place an order through CUMP the preferred method is to become a shopper.Ìý Becoming a shopper gives you access to the full range of products offered by the existing punch out catalog vendors.Ìý Instructions on how to obtain access and how to shop can be found at this link /cs/facultystaff-resources/purchasing-cu-marketplace (students are not allowed this access although exceptions may be made through connecting with Stephanie Morris through CS team).Ìý Otherwise, you can submit a and CS team will assist with processing the request.ÌýÌý

For items which qualify for ICT review, attach the ICT review results to the CUMP cart if shopping on your own or to the PV is asking for CS teams assistance with the purchase.ÌýÌý See the ICT FAQ to determine if the product or service needs ICT review.

CU-specific catalogs: Staples, Dell, Fischer Scientific, Airgas, Konica Minolta, Xerox, Workplace Resource, BS Interiors, Canter, Interior Environments, Office Scapes, Abcam, Agilent Technologies Inc, Apple, B&H Photo-Video, Bio Rad Laboratories Inc, CDWÌýGovernment Inc, Cell Signaling Technologies, Clontech, Complete Book, Connection, Digikey Corp, Grainger Inc, Henry Schein Inc, Integration DNA Technologies, Life Science Projects Inc, Life Technologies Inc, Light Labs, McKesson Medical Surgical, RocheÌýDiagnostics Corp, Sigma Aldrich Inc, USA Scientific, VWR International Inc.

If the vendor you’d like to use isn’t included as one of the CU-specific catalog vendors we most likely will be able to order from them through the CUMP non-catalog feature.Ìý Instructions for non-catalog purchases can be found at theÌýinstructional linkÌýand CS teamÌýcanÌýassist if there is any confusion with the non-catalog purchase process or with completing the purchase on your behalf from non-catalog vendors through the submission of aÌý.

To place an order for software or subscriptions that are under $10K through the CUMP CS team will need the following from you in order to seek small dollar contract review which is required before the order can be placed.ÌýÌý If you’re shopping through the CUMP,Ìýattach these items to the cart.Ìý If you’re submitting a PV form attach these items to the PV request.Ìý CS team will assist with seeking small dollar contract review and will let you know when approval is in place.Ìý This process takes 2-8 weeks although for complexÌýsituations it may take longer.

Procurement Card - while PCards are not the preferred method for making IT purchases in general, their use is allowed when purchasing through CU Marketplace is not a viable option, or when there is a critical business need, and the CU Marketplace access is unavailable or unreasonable for the immediate IT procurement.Ìý When submitting your procurement card documentation, it would be helpful to include a justification regarding use of the PCard for the transaction (i.e. CUMP was not a viable option/critical business need etc.)Ìý For items which qualify for ICT review, include the ICT review results when submitting your PCard documentation.Ìý See the ICT FAQ to determine if the product or service needs ICT review.

To place an order for software or subscriptions that are $5K or less CS team will need the following from you in order to seek small dollar contract review which is required before the order can be placed with a PCard.Ìý Attach these items to the PV request.Ìý CS team will assist with seeking small dollar contract review and will let you know when approval is in place.Ìý This process takes 2-8 weeks although for complex situations it may take longer.

To use a PCard for study subject services through a third party like Prolific or Open AI or any other vendor (to issue payment for study subjects outside of third-party vendors connect with CS team before the study begins for guidance):

Step 1:Ìý Seek review and approval through the small dollar contract process.Ìý For this CS team will need the items listed in bullets.Ìý Collect items in bullets 1-4 and attach them to the .Ìý CS team will assist with seeking small dollar review and will let you know when approval is in place.Ìý This process takes 2-8 weeks although for complex situations it may take longer.Ìý You can then move to step 2.

  • ICT compliance review and approval ICT Review Process Overview | Information and Communication Technology Integrity | °µÍø½ûÇø.Ìý
  • A quote or screenshot from the company website that shows the cost of the service.
  • The company’s terms and conditions (this can be a link to the company’s T&C from their website).
  • Suppliers contact name and email.
  • Purchase Verification Form (PV) – confirm in the PV justification section that only US residents will participate, that each study subject will not receive more than $100 and that you are able to provide a report showing who was paid and how much they were paid, to support the transaction.Ìý

Step 2: You may begin the study and must agree to adhere to the policy regarding online coordinators found at this (the important exert is below in bullets).Ìý The method of payment will be through a PCard.Ìý We may pay for this service with a PCard as long as the total value of the user study is $5K or less, as this is the single purchase limit on the PCard.Ìý CS team can provide the PCard payment to the vendor when the time comes or if you have a PCard you may use it instead.

  • If this method is used, the coordinator must be able to provide a report that shows who was paid and how much they were paid as support for the transaction.Ìý The coordinator must also be able to ensure that only US residents are being paid to perform the advertised tasks.
  • Payments to individuals through such online coordinators may not exceed $100.
  • At the conclusion of the study, send the vendor receipts and the report showing who was paid and how much they were paid to CS team and we will provide payment or include when submitting your PCard documentation when using your PCard.

Employee Reimbursement Out-of-pocket IT purchases – submit a and include explanation of the critical business need such as an unexpected/essential purchase that could not be deferred to regular business hours and standard business processes. These purchases should be treated as exceptions and they should be infrequent. Any such purchase should include an explanation with the reason the purchase could not be made in CU Marketplace or otherwise in accordance the established IT Procurement Handbook.Ìý Department guidance is to not purchase software or subscriptions out of pocket.Ìý If there is an urgent need for software or subscription purchases email CS team for assistance on what to do before purchasing this type of transaction out of pocket.Ìý It’s also not advisable for students to purchase items out of pocket regardless of if the purchase is IT related or not, we recommend that students request CS team’s assistance with procurement rather than paying out of pocket, by filling out a .Ìý Purchases made by Non-US individuals, who are not CU employees, may be subject to federal withholding of tax.

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For reoccurring subscriptions for items like annual Dropbox or Slack renewals, we’re required to seek small dollar contract review ahead of renewal each year.Ìý You will want to allow time for the small dollar contracting process before the subscription renews.Ìý This is also the case for monthly subscriptions as a review is required on an annual basis.Ìý A review is also required for lapses in service (where for example, you use a service for two months and then a few months later you need to use it again).

When submitting small dollar contract review for renewals, for annual review of monthly subscriptions, or for lapses in service we’re required to provide an updated ICT review.Ìý We’re not able to use the ICT review from a prior review.

Submit a PV form and attach these items to the PV request.Ìý CS team will assist with seeking small dollar contract review and will let you know when approval is in place.Ìý This process takes 2-8 weeks although for complexÌýsituations it may take longer.

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