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Technology & Telephone Approval and Purchasing Guidelines


Strict requirements are in place and must be adhered to when preparing to purchase technology equipment. Regardless of the type of funds you are using, prior approval is required by CTS. This process will ensure that equipment is compatible with existing campus systems and can be supported by CTS. Failure to comply may result in equipment that cannot be supported by CTS. There are three purchasing options depending upon type of equipment, use of State & IFR funding, use of alternative funding sources and equipment that can be purchased using P-cards. Questions and concerns can be addressed by calling the Helpdesk (x4444) or Purchasing & Payables (x2140).

Prior CTS Approval & Web Procurement Equipment Purchases

Note: Use of P-cards is strictly prohibited when ordering any of the following equipment:

  • Computers (including laptops and tablets)
  • Printers
  • Servers
  • Surveillance Equipment
  • Desktop & Portable Telephones

Steps for Web Procurement Purchases (State and/or IFR funding)

  1. Before ordering, secure mandatory CTS approval. Email your request to: helpdesk@potsdam.edu
  2. Upon receipt of approval, submit your order into the on-line Web Procurement System

Prior CTS Approval & P-Card Equipment Purchases

Note: Use of P-cards is allowed when purchasing the following items:

  • Computer Peripherals (i.e., RAM, hard drives, expansion cards, scanners)
  • AV Projectors/AV Equipment
  • Software Licenses (the Helpdesk can provide substantial savings information)
  • Fax Machines

Steps for P-Card Purchases (State and/or IFR funding)

  1. Before ordering,secure mandatory CTS approval. Emailyour request to:helpdesk@potsdam.edu
  2. Upon receipt of approval, process your P-card order

Prior CTS Approval & Alternative Funding Equipment Purchases

Note: Alternative funding is any source that does not involve the use of State and/or IFR accounts. Alternative funding includes: Foundation, grants, gifts and items purchased through The College Store. The following items require mandatory prior approval from CTS:

  • Computers (including laptops and tablets)
  • Printers
  • Servers
  • Surveillance Equipment
  • Desktop & Portable Telephones
  • Computer Peripherals (i.e., RAM hard drives, expansion cards, scanners)
  • AV Projectors/AV Equipment
  • Software Licenses (the Helpdesk can provide substantial savings information)
  • Fax Machines

Steps for Alternative Funding Purchases (non-State and/or non-IFR funding)

  1. Before ordering, secure mandatory CTS approval.Email your request to: helpdesk@potsdam.edu
  2. Upon receipt of approval, process your order using the appropriate method for alternative funding

Equipment Requiring Prior CTS Approval & Use of P-Card is Allowed

  • Computer Peripherals (i.e., RAM, hard drives, expansion cards, scanners)
  • AV Projectors/AV Equipment
  • Software Licenses (the Helpdesk can provide substantial savings information)
  • Fax Machines

Mandatory prior approval and purchasing process using P-cards

  1. Email helpdesk@potsdam.edu to secure prior approval before ordering
  2. Upon receipt of approval, process order using P-card