Technology Purchasing for Staff & Faculty
Technology Purchase Instructions in CSUBUY Procure-to-Pay (P2P)
Cal Poly Humboldt is committed to using accessible and secure resources and tools. The Chancellor's Office policy requires that we acquire Information Technology (IT) products that meet Section 508 accessibility requirements and store our data securely. Accessibility barriers create unequal opportunities and risks if anyone (student, faculty, staff, the public) is unable to use them.
An IT Review, which now occurs internally in P2P after submitting a requisition, is required when you’re acquiring or renewing any information technology hardware and software products and services including maintenance and contract renewals that people will interact with (even if it’s free). The former "ITAR" process is no longer in use and all IT reviews and approvals occur in P2P.
Please Note:
- Monthly software and cloud-based subscriptions require IT review for both new services and renewals. Approved multi-year software licensing agreements do not require yearly IT review/renewal.
- If you would like to request a quote and purchase a computer device (desktop, laptop, tablet etc.) and/or printer for staff and/or faculty use in an office, lab, or research facility, please refer to our supported, standard models and pricing at Computer Device and Printer Purchases for Staff and Faculty page.
- The department for which you are buying is responsible for budgeting the purchase. ITS does not fund Department purchases and does not place orders for departments. The only caveat to this is if ITS is involved in a university-wide technology or software licensing project.
- You must be designated as a shopper to access P2P, and designated as a Requisitioner to be able to submit requisitions. Please submit an ITS Help Desk Ticket, if you need assistance with any of these roles in P2P.
- For recommended technology equipment and accessories including software and peripherals such as monitors, docks, keyboards, and mice, please refer to the ITS Recommended Equipment, Accessories and Software page.
Before you make an IT Purchase:
Review the process steps below! There are three different scenarios, based on how you intend to make the purchase, and what you’re purchasing!
For new computer desktops, laptops, tablets, or printers:
For new computer desktops, laptops, tablets, or printers:
- Submit an ITS Help Desk Ticket to request a quote or consultation.
- ITS will connect with you to determine your needs, ask any follow up questions about the purchase, and provide the completed quote via email and/or direct you to the following purchase steps in CSUBUY (P2P).
- Log in to CSUBUY (P2P) in MyHumboldt under Faculty/Staff Resources or at CSUBUY P2P.
- Ensure that you are in the correct shopping persona for the business unit to which you will be charging the purchase and that your cart is clear of any previous shopping items.
- Locate the supplier punchout to search for your quote or item as directed by ITS. Add the items to your cart and begin checkout. This is where you will enter the applicable chartfield information.
- Submit the requisition***
***For HMXPF Sponsored Programs Foundation, you must assign the cart to the SPF Purchasing Coordinator, Jorge Pelayo, at this step. They will submit the requisition on your behalf. SPF Requisitions submitted by other Requesters will be returned. - The requisition will be routed to the appropriate Approver, an IT Reviewer, and finally Procurement.
- When the Requisition has been approved, a purchase order will be created, and the supplier will be notified.
- The supplier will charge for your items once they have shipped.
- Once the items are received, the Requester must log back into P2P to create a receipt.
• Reminder: laptops, desktops, tablets, external hard drives, or any other data storage device must receive an asset tag. If you receive the items directly, contact ITS to pick them up to add an asset tag and for configuration prior to use.
• For HMXPF Sponsored Programs Foundation, this step is completed by the SPF Purchasing Coordinator. - Once the receipt is created, the payment will be made, and the expense will be posted to the chartfield entered on the requisition.
For all other IT hardware and software purchases from a registered supplier - the purchase will be completed in P2P w/chartfield
For all other IT hardware and software purchases from a registered supplier - the purchase will be completed in P2P w/chartfield
- Obtain a quote directly from the supplier.
• ITS is available for technology purchase evaluation and recommendation prior to choosing a supplier. Please submit an ITS Help Ticket to request a consultation. - Log in to CSUBUY (P2P) in MyHumboldt under Faculty/Staff Resources or at CSUBUY P2P.
- Ensure you are in the correct shopping persona for the business unit to which you will be charging the purchase.
- Complete either the IT Hardware Request form or the IT Software Request form.
- Proceed to checkout. This is where you will enter the applicable chartfield information and attach the quote.
- Submit the requisition***
***For HMXPF Sponsored Programs Foundation, you must assign the cart to the SPF Purchasing Coordinator, Jorge Pelayo, at this step. They will submit the requisition on your behalf. SPF Requisitions submitted by other Requesters will be returned. - The requisition will route to the appropriate Approver, to the necessary IT Reviewer(s), and finally Procurement.
- When the Requisition has been approved, a purchase order will be created, and the supplier will be notified.
- The supplier will charge for your items once they have shipped.
- For hardware, once the items are received, the Requester must log back into P2P to create a receipt.
• Reminder: laptops, desktops, tablets, external hard drives, or any other data storage device must receive an asset tag. If you receive the items directly, contact ITS to pick them up to add an asset tag and for configuration prior to use.
• For HMXPF Sponsored Programs Foundation, this step is completed by the SPF Purchasing Coordinator. - For software, the Requester will receive a notice to approve from CSUBUY (P2P). The Requester will need to login and approve the voucher. This approval confirms that the service has been initiated.
• For HMXPF Sponsored Programs Foundation, this step is completed by the SPF Purchasing Coordinator. - The payment will be made, and the expense will be posted to the chartfield entered on the requisition.
For other IT hardware and software purchases/renewals paid using a ProCard or have no associated cost (free software)
For other IT hardware and software purchases/renewals paid using a ProCard or have no associated cost (free software)
The P2P system is currently not optimized for ProCard purchases so this is the current solution to allow ProCard purchases to be recorded in the system, and to provide IT Review prior to purchase or payment. Thank you in advance for your flexibility.
- Obtain a quote (or invoice for renewals) directly from the supplier. ITS is available for technology purchase evaluation and recommendation prior to choosing a supplier. Please submit an ITS Help Ticket to request a consultation and/or quote.
- Log in to CSUBUY (P2P) in MyHumboldt under Faculty/Staff Resources or at CSUBUY P2P. Change to the appropriate shopping persona before proceeding listed under the "User" icon in the top right or the "View My profile" option. Please ensure your cart is empty.
- Complete either the IT Hardware Request form or the IT Software Request form. When starting the form, you must search for and select “Supplier Not Known” as the Supplier. For no-cost or free software requests only, you must enter the unit cost as $0.01.
- Proceed to checkout. You must enter chartfield information on this page, even though you plan to pay with a ProCard. Use the chartfield that you intend to reconcile the Procard expense to. For no-cost or free software requests, enter your standard fund and department.
- Submit the requisition***
***For HMXPF Sponsored Programs Foundation, you must assign the cart to the SPF Purchasing Coordinator, Jorge Pelayo, at this step. They will submit the requisition on your behalf. SPF Requisitions submitted by other Requesters will be returned. - The requisition will be routed to the appropriate Approver, the necessary IT Reviewer(s), and finally, Procurement.
- Procurement will reject the requisition in P2P when they see “Supplier Not Known.” It does not mean that your purchase has not been approved! (See step 8)
- If the request is approved (rejected), you will receive an email detailing the approval via a P2P comment.
- For ProCard reconciliation, print the summary of the requisition to PDF, which includes the IT approval confirmation and period of approval in the notes of the requisition, by clicking on the printer icon in the requisition (top right), and then click the “Print” button to print or save to PDF. You will include the requisition summary PDF with your Procard reconciliation submission to Accounts Payable or SPF-Procard. If you need assistance with this step, please open a Help Desk ticket.
- Proceed with ProCard Purchase or payment.