Technology - Software

All Information & Communication Technology (ICT) goods or services acquired in the form of computers, hardware, software systems, software maintenance, telecommunications, applications, websites, digital subscriptions or other digital technology products, including Televisions, etc. or sensitive items that contain level 1 or level 2 data require review and approval, even if acquired at zero cost.

When do I need ICT Procurement Compliance Review (PCR) approval?

ICT Procurement Compliance Review (CSUBuy IT Software form) process

  1. When ordering ICT Software, you will start your order using the CSUBuy IT Software form.  This form includes questions associated with the IT software purchase you are looking to make that will be reviewed by both DoIT & Procurement. This review will occur once the form has been added to a shopping cart and the shopping cart has been submitted on a requisition into the requisition workflow.  You can review the status of your request at any time by reviewing the specific requisition workflow summary.
  2. Once your request has been approved by during the IT Software Review process, your request will move forward to the next requisition workflow process.

For mobile or cellular devices, refer to Telephones.

For Drones, refer to Drones.

For 3D Printers, refer to Equipment.

Please note that Procurement Compliance Reviews (PCR) may take up to a minimum of 10 days or more to process, so please plan accordingly.

It is required to submit a IT Hardware request form into the ICT Procurement Compliance Review (PCR) Process, , attach all pertinent information, which will be reviewed and approved/denied on the CSUBuy IT Software Request Form prior to the issuance of the Purchase Order. 

Yes, all software (or SaaS) contains an End User License Agreement (EULA), Software License Agreement (SLA), or some other set of Terms of Use for their software product.  If foreign supplier purchase, the registration process through CSUBuy will handle the foreign supplier requirements during their registration. 

CSUBuy Punchout Catalog orders will be forwarded directly into the IT Software review workflow after submission of the requisition created through the CSUBuy punchout ordering process.  The CSUBuy punchout ordering process does not include the IT Software purchase form when creating the shopping cart.  Due to this process, if necessary, a word document will be sent to the Prepared For to provide answers to the questions asked on the CSUBuy IT Software form.

Follow all other guidelines noted in the Key Purchasing Requirements and Quote/Bid Thresholds to confirm if a requisition is required.

If a requisition is required, the minimum time for generating a dispatched purchase order:

A minimum of 10 working days after the requisition arrives in the Procurement Review workflow step in CSUBuy.

If a ProCard exception is going to be requested to make an IT Software purchase, follow the instructions on how to enter that exception in CSUBuy.   Please visit the CSUBuy ProCard Exception Process for instructions.

Campus - All Goods & Services purchases between $100,000 - $1,000,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes) if the purchase amount is less than $250,000.

Any amount over $50,000 must be submitted on a requisition.

Anything under $100,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $1,000,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes) if the purchase amount is less than $250,000.

Foundation “G” (Grants) Funds - All Goods & Services purchases between $10,000 - $99,999 require at least 2 informal quotes. Anything between $100,000 - $1,000,000 require 3 informal quotes. Purchases over $1,000,000 require a Request Formal Proposal (RFP).

  • The IT Software Request Form must be completed each time a request is submitted on a requisition or for a ProCard Exception.  CSUBuy Punchout Catalog orders have a separate internal review document sent directly to the Prepared For individual to be completed before approval is given.
  • Contract review by Contract Services if T&C's are included as identified during the CSUBuy Procurement Review step.
  • Determine the level of data/information security stored using Information classification standard
  • The following two Forms may be requested by Information Security when indicating that Level 1, Level 2 data, or Cloud will be utilized.
  • On-campus Security Data Requirements Checklist (PDF) for the requesting department to complete when the IT contract renewal is submitted online
  • Higher Education Cloud Vendor Assessment Tool (HECVAT) (XLS) for the vendor to complete.
  • By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).
  • For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

Yes, as required.

  1. Permitted Payment Options: Subject to the above requirements.
    1. PO – Allowed
    2. ProCard – Not Allowed – Unless a ProCard exception has been granted by Procurement Services.
    3. One Card – Not Allowed – Unless a ProCard exception has been granted by Procurement Services.
    4. Direct Pay – Not Allowed
    5. Employee Reimbursement – Not Allowed
  2. Documents required:
    1. Supplier Invoice submitted in CSUBuy or by emailing AP.
    2. Additional required documents listed under the Additional Forms or Requirements section above.
    3. Delegated approval (DOA) using one of the following options
      1. Requisition
      2. ProCard/OneCard reconciliation in Concur.
    4. Contingent Documents
      1. If the supplier is not currently in CSUBuy, then complete the New Supplier Request form in CSUBuy. If foreign supplier purchase, the registration process through CSUBuy will handle the foreign supplier requirements during their registration.  If the request is for a ProCard exception, requesting department needs to get approval from Accounts Payable before submission of the exception request.
  3. Payment Notes:
    1. All checks will be mailed by the Accounts Payable department

Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more ​

  • Please submit your ICT contract renewals using the online process as early as possible. Submitting your ICT contract renewals at least 2 months in advance of the renewal date would be optimal.
  • Copy of the Terms and Conditions or licensing agreement
  • The cost/quote of the product
  • If applicable, is the software product intended to be loaded on a University computer or online cloud-based solution

Campus Technical Coordinator Contact List

Common GL Account(s) to Use

  • 616001 - I/T Communication
  • 616002 - I/T Hardware
  • 616003 - I/T Software
  • 616005-  I/T Miscellaneous Costs
  • Refer to your Division/College/Department for additional policies and procedures.