Software Purchasing

Update 6/10/2024: the University software purchasing policy has changed a couple times in the past six months (in November 2023 and again in June 2024). As of 6/10/2024, the current software purchasing process is outlined on the UIT Software purchase process/guide website.  Please follow those instructions to purchase any software.

If you need assistance and/or you have questions about software purchasing, please email kdaane [at] stanford.edu (Kim Daane )on the H&S IT team.

Please note: as of July 2024, H&S IT is working with the University Privacy Office, Information Security, and the Office of Digital Accessibility to develop a new process that will allow you to quickly and easily determine the security and accessibility posture of the software you intend to purchase.  Once developed, this new process will become a requirement for software purchases in H&S.

FAQs

Q: Can I purchase software with a personal credit card and get reimbursed?

A: This is highly discouraged, but it's technically allowed. But even if you want to use a personal credit card, you still need to follow all the same guidelines/steps outlined on the UIT Software purchase process/guide website before making the purchase.

Q: I pay for my software on a PCard and the invoice is on a monthly renewal. Do I need to get approval every month?

A: You don't need to seek approval every month. However, we do anticipate that you'll need to request approval again at some point in the future when you renew your contract/purchase (e.g., perhaps once per year).  This website will be updated with more information about this requirement in summer/fall 2024.

References