Creating a New IT Purchase Authorization Request
This article covers how users can create and submit a new IT Purchase Authorization Request.
1. Log in to the IT Service Desk through the direct link or from the campus portal.
2. Click on Other Services.
Click on Other Services in the IT Request Forms section.
3. Select IT Purchase Authorization.
4. Select the person/department requesting the IT product/service.
- Click the caret to open the drop-down menu with Search option
- Enter the department name OR user name (Last Name, First Name), OR the CSUF email address to search and select the appropriate result.
This Submit on behalf of field defaults to you as the submitter of this request. Update this field if the request is for another user.
5. Enter Product/Service Information.
All fields marked with red asterisks are required.
- Enter the name of the vendor/supplier of the product/service.
- Enter the website of the vendor/supplier.
- Enter the manufacturer of the product/service (if different from the vendor/supplier).
- Enter the total cost of the purchase from this vendor.
- Select the primary source of funding to be used for this purchase.
When entering a Total or Annual Cost, do not use any symbols such as a comma or dollar sign (e.g. $50,000.00). Amount listed must also include cents up to 2 decimal places (e.g. 50000.25)
5.1. Click the question mark next to the upload instructions to view more details and then click Upload.
Failing to attach required documentation will slow down the processing of your request, so be sure to attach all relevant documentation.
- Click the question mark to view additional requirements for attaching the necessary documentation.
- Click the Upload button to attach the documents as a single PDF file.
Additional documents can be uploaded using the Add Attachment option at the bottom of the IT Purchase Authorization form.
6. Select all categories for the product/service you are purchasing.
Hover your mouse pointer over each category to see a more detailed description of the option.
Place a check mark next to each category that applies to the product(s)/service(s) included in your purchase.
It's important to select the correct category (or categories) for a request to ensure that it is sent to the correct IT approvers and processed properly. If you are not sure which category to select, contact [email protected].
6.1. Make a note of any pop-up windows that appear.
When you place a check mark next to certain categories, you will see a pop-up window that includes additional requirements/documentation for your request. Be sure to follow the instructions in order to ensure your request is processed as quickly as possible.
6.2. Some category selection will also require you to complete the General Data Protection Regulation (GDPR) Acknowledgment section.
6.3. Once you click on the acknowledgment statement, a new window will pop up with details on the GDPR Acknowledgment. Select Acknowledge.
6.4. The GDPR acknowledge section is updated with the acknowledgment details.
6.5. If you select Other, you will also need to type in an explanation and acknowledge the General Data Protection Regulation (GDPR) policy.
If none of the categories apply to your purchase, you may choose Other and then type an explanation of the product/service you are using.
Remember you can contact [email protected] if you are unsure which category to pick.
- Type an explanation of the product/service you are using.
- Click the checkbox to indicate your acknowledgment of the GDPR policy, and follow the steps to acknowledge.
7. Describe the Usage for the product/service.
7.1. Enter a description of the purpose of the product/service.
Click on the question mark icon to view more detailed instructions for the usage description.
Enter the purpose of the product/service: what does it do? how will it be used? Be as descriptive as possible.
7.2. Indicate if the product/service/hardware will be used to store, transmit, or process credit card information or impact the security over credit card information.
This question is NOT asking if you will be using a credit card/p-card to purchase the product/service/hardware.
This question is asking if the product/service/hardware will in any way interact with credit card information which requires specific security protocols to process.
8. Accessibility Assessment
A Voluntary Product Accessibility Template (VPAT) / Accessibility Conformance Report (ACR) is required for all Information and Communications Technology (ICT) Products (Hardware, Software, or Service).
8.1. Read through the instructions/options for the VPAT.
Read through the instructions in the VPAT section to assist in determining the best option to select.
There is a link to the blank VPAT form which you can forward to the vendor/supplier to obtain a VPAT.
View the VPAT section of the IT Purchasing website for more information and resources on VPATs.
8.2.1. I have the VPAT attached.
If you select I have the VPAT attached, you can use the Upload button to attach the VPAT file (PDF is preferred).
You can also use the Add Attachment option at the bottom of the IT Purchase Authorization form to attach documentation, including the VPAT.
8.2.2. I need to collect the VPAT and will submit it when available.
If you select I need to collect the VPAT and will submit it when available, you will see a notation that you will receive an email asking you to return to this form with the VPAT when it is completed.
Your IT Purchase Authorization request will not move forward in the approval process until a VPAT is attached to the request.
If you are ultimately unable to obtain a VPAT for your request, please contact [email protected].
8.2.3. I am unable to find a supplier that meets these standards.
If you select I am unable to find a supplier that meets these standards, you will see a notation that you will receive an email requesting that you submit an Equally Effective Alternate Access Plan (EEAAP).
8.3. Indicate whether the vendor has an updated Accessibility Roadmap.
8.4. Indicate whether the vendor has an Accessibility Statement.
8.5. Select who will use this product/service.
Place a checkmark to indicate which population will use the product/service.
- One or more students in an academic setting (e.g. one or more students will use this product/service in a classroom or lab or instructional setting)
- For individual use (e.g. one or more specific employees will be using this product/service and accessibility needs are either being met or are not needed)
- University employees whose accessible technology accommodations are unknown (e.g. more than one employee will be using this product/service and you do not know if these employees require accessibility accommodations to use the product/service)
- The general public/Campus wide (e.g. the product/service will be made publicly available on the campus website or the product/service will be made available to all students and employees)
- Indicate whether the product will be used to create digital content.
- Indicate whether the product/service will be used for university research only.
9.1. Enter the Hardware/Equipment Type and the Maintenance Support Plan information.
- Enter the name of the hardware that you are purchasing (e.g. Apple iPad Pro).
- Enter the maintenance support plan for the hardware. In other words, who will fix any issues with this hardware or replace it if it is broken? (e.g. Apple Care support plan)
9.2. Enter the quantity of each type of hardware category will be purchased. Then enter the total cost of the hardware portion of your request.
Enter the number of each type of hardware that you are purchasing. Then enter the total cost of the hardware that you are purchasing.
If you are ordering a type of hardware not listed (e.g. audiovisual equipment, etc), you can leave each of the fields blank and simply enter a Hardware total cost.
10.1. Enter the Software name/type and the Support Plan information.
- Enter the name of the software that you are purchasing (e.g. Adobe Captivate). It may also help to expand on the name to describe what type of product it is (e.g. Adobe Captivate: a product for creating elearning content).
- Enter the support plan for the software. In other words, who will fix any issues with this software? (e.g. Adobe Tech Support)
10.2. Select whether your software includes cloud/hosted services
Cloud or hosted services are those not provided with a physical server.
11. Security Assessment
11.1. Read through the Security Assessment information to understand the data classification definitions.
Visit the ISO website link to learn more about data classification definitions.
11.2. Select the appropriate type of data that the product/service will process.
Specify the type of data that will be used with your product/service.
11.3. If you select Level 1 or 2 Data, you will need to specify the type of data being stored or used, and also will see a notation that the University Information Security Office will follow up with you for additional details/documentations.
- You will need to specify the type of data that will be stored or used in the product/service.
- You will see a notation that the CSUF Information Security Office (ISO) will contact you for additional details and information on required documents.
Visit the Higher Education Community Vendor Assessment Toolkit (HECVAT) link to download the form if needed.
11.4. If you select Level 3, acknowledge that only Level 3 data will be used.
- Optional: Specify the type of data that will be stored or used in the product/service.
- Click the checkbox to acknowledge that only Level 3 data will be used.
12. Optional: Include additional attachment(s) using the Add attachments option on the bottom of the form.
13. Review the information entered on the form for accuracy, and check that all required fields are completed. Any missing required fields will be indicated in the Required information section on the right.
14. Click Submit when you have completed filling out the form and adding attachments.
The Required Information section should disappear, indicating that all required fields have been completed.
15. The request is submitted! Make a note of the REQ number.
You can use the REQ number when contacting the IT Help Desk or an IT Subject Matter Expert to follow up on this request.
15.1. You will receive an email confirmation of your order within a few minutes.
The email confirmation also contains the RITM number associated with your requisition.
You can use this RITM number or the REQ number when contacting the IT Help Desk or an IT Subject Matter Expert to follow up on this request.
Note that the IT Subject Matter Experts who have been assigned to this request are listed in the CC field.
Need More Help?
For technical assistance, please contact the IT Help Desk at [email protected] or 657-278-7777.
For assistance with the IT Purchasing process, contact the IT Purchasing Team at [email protected].