Software Purchasing

Effective November 13, 2023, the Stanford Financial Management Services (FMS) team implemented new software purchase policy guidelines for PCard usage.

The School of Engineering IT team's goal is to be consultants to guide individuals to meet the purchase requirements set forth by FMS. Our team does not approve software purchases. We will assist you in providing the necessary supporting documents to have your local financial officer approve the request.

To generate a ticket, all requests should go to the ServiceNow Portal (https://soeithelp.stanford.edu/get-help). We'll be following the process outlined here: https://uit.stanford.edu/software-purchase-guide. Please note that SoE IT aims to verify whether Stanford makes the software available. If the requested software is unavailable from Stanford, the requester (or their admin) will need to go through the other requirements listed in the link (data risk assessment and accessibility). 

What to expect?

Our approach is to simplify the process defined by FMS. In our response to your ServiceNow ticket, you will receive direct links to forms you must complete before submitting your PCard reconciliation to your department approvers. Below, we summarize the workflow we've implemented to handle requests. Please note that timelines may vary, and requests are handled on a case-by-case basis.

1. Submit a ticket with SoE IT.
2. Complete the Data Risk pre-screening conducted by the Information Security Office (ISO) and University Privacy Office (UPO).
3. Submit a request to the Office of Digital Accessibility to evaluate your software.
4. Finalize your purchase request and submit all supporting documents to your PCard justification.