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Summary
This article is part one in a series outlining the procurement process for IT purchases and is meant for the use of all KU faculty and staff. See below under the "Reference Items" heading for links to the other articles in this series.
All information technology (IT) purchases, such as: computers, keyboards & mice, software, software licensing, and IT professional technology services, must be reviewed and approved by KU IT and KU Procurement. These purchases fall into one of two broad categories, which determine the level of review and approval required to complete their purchase: "workplace computer hardware" and "all other IT hardware and all software". Read below for more details on each, how each differs in its approval process.
Types of IT Purchases
Workplace Computer Hardware
- These items include: desktop computers, laptop computers, printers/scanners, and computer accessories, such as: keyboards, mice, microphones, webcams, and headphones.
- These items do not require completion of the Technology Procurement Request Form. For more information, see below under How to Purchase IT Items and Purchases That Don't Require Completion of the Technology Procurement Request Form.
Software in the IT Software and Services Catalog
- These items include all software found in the IT Software and Services Catalog.
- Access to download and install is controlled by your department and/or KU IT, refer to article: IT Software and Services Catalog - Navigation for information on how to use and navigate the Technology Catalog website or contact your IT support representative or technology support center (TSC) for more information.
- These items do not require completion of the Technology Procurement Request Form. And can either be downloaded from the KU Software Web Store or directly from the software manufacturer's website.
All Other IT Hardware, IT Professional Services, and All Other Software
- These items include: all other IT hardware other than "workplace computer hardware" outlined above, and include: server hardware, cloud server services, software/software-as-a-service (SaaS)/software licenses/software subscriptions not include in the IT Software and Services Catalog, software embedded in hardware, and IT professional services.
- These items require completion of the Technology Procurement Request Form. For more information, see below under How to Purchase IT Items and Purchases That Require Completion of the Technology Procurement Request Form.
How to Purchase IT Items
Purchases That Don't Require Completion of the Technology Procurement Request Form
Purchases That Require Completion of the Technology Procurement Request Form
- Purchases that include any hardware other than workplace computer hardware, any IT professional services, and/or any software require the completion of the Technology Procurement Request Form located: Technology Procurement Request Form.
For step-by-step guidance completing the Technology Procurement Request Form, see the article: IT Purchases - Completing the Technology Procurement Request Form.
Article Changelog
3/28/2025
3/18/2025
- Added a link to the KU Technology Catalog and updated guidance that software included there does not require approval or purchase if department or IT has assigned a license within Types of IT Purchases and How to Purchase IT Items sections.