Information Technology (IT) Purchases Frequently Asked Questions
August 21, 2026 Christina Wyrick, Gina Centeno, Dominic Colosimo
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EmailWhy is an IT Readiness Form Required?
Answer: Allows for a Security, Accessibility and Policy review of a purchase request. This process is required to assess the initial acquisition and/or renewal of any I.T.-related product or service. For further details on the IT Readiness Form.
Who should I contact if I want to discuss my IT purchase of hardware/ software prior to making the purchase?
Answer: Please reach out to PSM IT Support at PSMIT.Support@msu.edu.
What do I need to do to purchase I.T. Software, Hardware, or AI Tools?
Anwer: Please note that these are 2 separate processes that must be followed.
- Software/Hardware - Follow the guidance on the IT Readiness Form Process Matrix.
- AI Tools – Follow the guidance on Technology at MSU - Technology at MSU - AI Tools | Michigan State University. Click on AI policies (1st paragraph).
If I am making a software purchase that has an AI function to it and listed on Tier 1, do I still need to go through the AI approval?
Answer: Yes, these are separate processes.
- AI Review (unless they are purchased through the Tech Store) –these are required to be reviewed by the AI team prior to the purchase. Users should reach out to MSU Central IT for questions and/or email AI at ToolRequests@msu.edu. See AI Security & Privacy - Technology at MSU - AI Tools | Michigan State University.
- IT Readiness Review
Do I need Purchasing approval for I.T. Software or Hardware if I use my P-Card?
Answer: See the IT Readiness Form Process Matrix.
What is the definition of an I.T. Purchase?
Answer: Information Technology (IT) refers to any equipment or interconnected system or Subsystem of equipment that is used in the creation, conversion, or duplication of data or information.
How do I know if the software I would like to purchase is on the Approved Software List?
Answer: MSU I.T. has created an Approved Software List, which allows employees to purchase select software without the submission of an IT Readiness Form.
Where can I purchase I.T. related items WITHOUT prior approval?
Answer: Follow the guidance on the IT Readiness Form Process Matrix.
- Spartan Marketplace (Apple, CDW, Dell)
- MSU Tech Store
- Approved Software List
Additionally, please contact PSM IT (PSMIT.Support@msu.edu) if you purchase any I.T. related items from the MSU Tech Store (Computer Store) so they can be properly configured.
Why do I need MSU Purchasing approval for IT Purchases?
Answer: Purchasing approval is only required if the IT Readiness Form identifies a need for a security review. This process helps ensure that technology purchases meet MSU security standards and come from vendors that can provide adequate support, maintenance, and protection against cybersecurity risks.
What if I have software or a NETID that requires monthly/yearly payment(s) for the service to continue (charge auto-approves monthly/yearly). Example: Amazon Web Service.
Answer: You must attach IT Readiness form and/or Purchasing’s approval email (if required) to the P-Card edoc every time the charge hits. Yearly subscription accounts should not be set up as auto approved. You will need to note this with the vendor. Auto renewal charge could result in a violation of the PCard policy if prior approval was not received (if required).
Best Alternative: Easiest way would be to set up a multi-year contract (via a PO).
This may help advantage pricing for those renewals so that they don’t necessarily go up or don’t go up as high every year.
