Information Technology (IT) Purchases
August 21, 2026
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EmailAs of July 2, 2026, MSU has implemented a new IT purchasing process for software and hardware purchases.
See the FAQ Page for additional questions you may have regarding IT purchases.
Buying channels that do not require an I.T. Readiness Form to be filled out:
Follow the guidance on the IT Readiness Form Process Matrix.
MSU Purchasing has authorized these purchases.
- Spartan Marketplace (Apple, CDW, Dell)*
- MSU Tech Store*
- Approved Software List
Spartan Marketplace Purchases:
MSU IT and MSU Procurement have agreed that hardware purchases from the following Spartan Marketplace catalogs represent minimal risk and may proceed without an IT Readiness form:
- Apple, Inc.
- CDW
- Dell
Note: These exceptions only apply if the hardware is purchased via the corresponding Spartan Marketplace catalog.
Purchases made via another method (e.g., third party website, supplier’s website) require the IT Readiness Form to be completed, submitted via requisition, and approved prior to making the purchase.
*If PSM IT was not contacted before you made a computer purchase through Spartan Marketplace, please notify PSM IT when the computer arrives to properly configure the device to meet the MSU standard.
MSU Tech Store Purchases:
These approved I.T. purchases do not require an I.T. Readiness Form. If you are purchasing via MSU Tech Store, please contact PSM IT for guidance.
* If PSM IT was not contacted before you made a computer purchase through the MSU Tech Store, please notify PSM IT when the computer arrives to properly configure the device to meet the MSU standard.
MSU Tech Store will charge taxes if purchase is made via a PCard. There is no way for them to know this is not a personal credit card being used. You will be charged taxes and will have to contact MSU Tech Store to request credit back to the PCard and then have them charge an account. This option creates more work on both sides.
Best buying method: Use an interdepartmental account to avoid tax being charged.
Steps for Information Technology Purchase Process
Steps for IT purchases:
- Before purchasing any software, application, subscription, or hardware device, faculty and staff must complete the IT Readiness Form.
- You will receive an email from MSUIT.TDXNotifications with a pdf attachment. Open the pdf attachment and look at the bottom of page 3 right below "Attestations" to see the results.
If Your IT Readiness Result Says:
"Low-Risk Hardware Waiver" or "Low-Risk Software Waiver"
- No requisition is required.
- You may proceed with your purchase using an approved purchasing method (PCard, Spartan Marketplace, etc.).
- Save the IT Readiness results PDF and attach it to your transaction documentation (PCard eDoc, Spartan Marketplace eDoc, etc.).
- Retain a copy in your departmental records.
If Your IT Readiness Result Says:
"Security Review Required"
- Submit the IT Readiness results PDF along with a Requisition Request Form before making the purchase and send both to PSM.Accounting@msu.edu
- A requisition and IT review approval will be required before the purchase can proceed.
- Procurement and IT will coordinate the review process.
- Do not purchase the software or hardware until approval from PSM has been received.
- Once the purchase is approved, a member of the accounting team will notify you of how to move forward with the purchase from a P-Card or Spartan Marketplace.
PCard Purchases:
Attach the required documentation to your PCard edoc. If the required documentation is not attached to the edoc when PCard Approver conducts the review of the edoc, the purchase will be considered in violation of the PCard policy. This means either the IT Readiness Form was not completed prior to the purchase, or prior approval was not obtained from Purchasing.
If Your IT Readiness Result Says:
"Low-Risk Hardware Waiver" or "Low-Risk Software Waiver"
- Attach IT Readiness PDF
If Your IT Readiness Result Says:
"Security Review Required"
- When you receive the PCard edoc from KFS to approve, notify Christina Wyrick via email to let her know the edoc # so she can attach what is needed. (Do not approve edoc until this info has been added as the PCard Approver will need to see this)
- If software is on the Approved Software list, add additional notes required in the edoc. [see additional details below]
- Change the default object code (6559) to the proper object code: 6143 (computer & technologies) or 6398 (software license).
*If PSM IT was not contacted before you made a computer purchase with your p-card, please notify PSM IT when the computer arrives to properly configure the device to meet the MSU standard.
Approved Software List – Tier 1: If placing an order on this list, the instructions on the Approved Software List state what is also REQUIRED to be added in the notes of the P-Card edoc when approving. NOTE for Tier 1 – “This software is on the Approved Software List version # XXXXXXX”. [This version # is listed in the very last row of Tier 1 list]. NOTE: This version # does change so be sure to periodically check each time.
Considerations and Tips
- One of the chief reasons for this process is to ensure we are not storing FERPA, PCI, HIPAA, etc. data into systems that do not have the measures in place to protect such data.
- When the form asks about students using it, the question means students in classes. If students are using it as employees, they count as staff.
- If a tool is approved for one audience or project, it does not mean it is approved for everyone or other projects.
- Even if your software/technology is free you may need further review. This will depend on the results from your IT Readiness Form.
- Creating a form with faculty focused language to collect use information
Helpful Links
- MSU Accessibility Review Prior to Purchase
- MSU Procurement
- IT Readiness Form
- IT Readiness Form Process Matrix
- Approved Software List
- Requisition Request Form
- Prohibited Purchases for P-Card
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