IT Resources Procurement - Purchasing Policy

Purpose: To ensure compliance with the Kansas Board of Regents (KBOR) IT Security Policy (Section D Subsection 26) and maintain the security, compatibility, and efficiency of Pittsburg State University’s technology infrastructure, this policy outlines the requirements for approval of all information technology (IT) procurement. This includes all purchased, donated, or free technology resources procured for university use.

Applies to: All technology-related resources procured by Pittsburg State University faculty, staff, and departments, regardless of the payment method. This includes purchase orders and P-cards. Reimbursements for technology are not permitted without an approved exception (see below).

Policy:

1. ITS Approval Required
All IT-related purchases must be approved by Information Technology Services (ITS) prior to purchase through the IT Procurement Ticket. This includes, but is not limited to:

• Computers, laptops, and tablets
• Printers and scanners
• Software
• Networking equipment
• Servers and storage devices
• Peripheral devices and accessories
• IT services and subscriptions
• Any other devices or services that connect to or interact with the university’s IT systems
• Free and donated technology resources

2. Payment Methods Permitted:

• PSU POs (Purchase Orders) with approval prior to purchase.
• P Cards (Procurement Cards) with approval prior to purchase.
• Note: The submitter will receive a ticket number that they will need to keep and enter into the Purchasing System when submitting a purchase.  

Not Permitted

Reimbursement requests are not permitted outside of ITS approved emergency circumstances. In such an event an exception form should be completed. 

Approval Process

• Submit a IT Procurement Ticket (URL) through the ITS ticketing system. The ticket will request specific information including estimated costs, vendor (if known), data collection information and more. ITS can assist if needed. The requester will receive an email with a ticket number. That number should be noted as it will need to be entered into the Oracle system if the procurement involves a purchase.
• The ticket will receive one of the following responses that must be considered before the purchase takes place:
  • Proceed with acquisition
  • Hold for further information/research (Look for further details in the ticket from ITS)
  • Not a compatible acquisition (Look for further details in the ticket from ITS)

• ITS will evaluate the request to ensure compliance with security, compatibility, and standardization requirements.
• ITS will communicate approval or recommended alternatives.

• Upon receiving approval from ITS, the requester should proceed with the purchase according to university purchasing policies through the PSU Purchasing Office using the GUSCloud system.
  • NOTE The requester should enter the ticket number from the IT Procurement Ticket in the field requesting that number.

Training information

Learn about the policy AND access and complete IT Procurement Ticket Process here.  

Process an order through GUS Cloud (link to this training coming soon).

Compliance

Failure to adhere to this policy may result in disciplinary action, denial of reimbursement, or the removal of non-compliant equipment or software from the university network.

Policy Review and Updates

The policy will be reviewed annually by ITS Leadership, The Purchasing Office, and the Business Office. The policy will be updated as necessary to align with KBOR IT Security Policy and evolving university, state of Kansas, and federal regulations.