What’s Changing – and Why
The PSC is updating guidance for IT purchases made with the Procurement Card (PCard). We’re working closely with campus leaders to ensure these purchases align with university policy, IT security standards, and strategic sourcing—while keeping things practical and efficient for departments.
Our goals are to:
- Clarify what can and can’t be purchased using a PCard.
- Help departments stay compliant while maintaining efficient operations.
- Provide updated policies, targeted training, and helpful reminders in Concur on procurement policies and procedures.
Action Required
In support of these changes:- New applications for cardholders and AOs will be required to complete the new, additional IT Procurement Percipio training course beginning on July 11, 2025. Log in to Percipio via the employee portal to access the course.
- All current Procurement cardholders and Approving Officials (AOs) will be required to complete this course by September 1, 2025.
This short course will address the most compliant and efficient ways to purchase IT at CU.
Important Dates
- July 11, 2025
- New CU: IT Procurement training course available in Percipio
- Preview of PCard Handbook updates
- Preview of Concur warning messages
- September 1, 2025
- New IT Procurement Card purchase policies take effect
- Deadline for all Cardholders and AOs to complete new training
- Update to PCard Handbook is official
- Concur warning messages on all IT Expense Types go live
Trainings
Percipio Skillsoft (all available now):
- Pcard Training - This course has been updated for the new IT purchase guidance. While the revised policy is effective for existing cardholders on Sept 1, new cardholders should be prepared to begin exercising this guidance immediately.
- Approving Official - This course has been updated for the new IT purchase guidance. While the revised policy is effective for existing cardholders on Sept 1, new cardholders and their Approving Officials should be prepared to begin exercising this guidance immediately.
- New IT Procurement Course (u00282) -– Required course for all Procurement Card holders and Approving Officials. Log in to Percipio via the employee portal to access the course.
Tools & Resources
- IT Procurement – The PSC’s IT Procurement page provides detailed information on how to procure IT goods and services including links to existing agreements, campus specific resources, and How-To guides for various commodities.
- Master Service Agreements (MSAs) – This Commodity Listing page contains the most up-to-date information on available agreements for campus departments.
- Campus-Specific IT Procurement Information – Each campus has additional guidance on IT Procurement for campus employees. Please visit your campus page at:
- Boulder: Standard Computer Hardware and Available Software
- UCCS: Computer and Software Purchasing for Faculty and Staff
- Anschutz and Denver: IT Procurement | Fiscal Compliance
- System Office: Office of Information Security
- Procurement Card Handbook – Beginning 9/1/2025, the following guidance will be added to the Violations and Prohibited Transactions section of the Procurement Card Handbook:
IT PURCHASES (INCLUDING HARDWARE, SOFTWARE AND SERVICES)
Effective 9/1/2025: Cardholders are prohibited from using the Procurement Card to purchase IT goods or services that are covered under an existing university agreement. This could be an enterprise-wide or campus-wide agreement, a mandatory price agreement, or a master services agreement. Additionally, cardholders cannot use the Procurement Card to make any IT purchases further prohibited by their campus.
Existing IT agreements can be reviewed on the PSC’s IT Procurement page as well as on the campus-specific page links listed below. Cardholders are expected to review existing agreements as well as information on campus-specific restrictions and allowability when considering making any IT purchase on their card.
Any IT purchase that is eligible to be made on the Procurement Card must have all associated security, compliance, or contractual components reviewed before payment is completed. Refer to the PSC’s IT Procurement webpage for additional guidance.
- Anschutz Medical Campus
- Boulder Campus
- Colorado Springs Campus
- Denver Campus
- System Administration
- Concur Warnings on IT Expense Types - Beginning 9/1/2025, when Procurement Card expenses are reconciled using an IT Expense Type in Concur (i.e. Software, Computers, etc.), the following message will appear in the expense entry screen reminding cardholders of the limitations on IT purchases using a Procurement Card:
Procurement Cards are not to be used for the purchase of IT goods or services that are covered under an existing enterprise-wide or campus-wide agreement. Additionally, cardholders cannot use the Procurement Card to make any IT purchases further prohibited by their campus. Existing IT agreements can be reviewed on the PSC’s IT Procurement page and campus specific guidance can be found in the pages linked below: - Office Hours – If you have questions, come chat with us on Zoom.
How to Buy IT Goods and Services
21.01 IT Consulting & Developers How-to-Buy IT Consulting and Developers
21.02 IT Staff Augmentation How-to-Buy IT Staff Augmentation
21.03 IT Services – Other How-to-Buy IT Services Other
22.01 Computer Data Storage Management Systems How-to-Buy Computer Data Storage Management Systems
22.02 Computer Equipment & Accessories How-to-Buy Computer Equipment and Accessories
22.03 IT Hardware & Maintenance – Other How-to-Buy IT Hardware and Maintenance Other
23.01 Artificial Intelligence (AI) Software How-to-Buy Artificial Intelligence AI Software
23.02 Business Intelligence & Data Analysis Software How-to-Buy Business Intelligence and Data Analysis Software
23.03 Cloud Computing Software & Services How-to-Buy Cloud Computing Software and Services
23.04 Computer Game / Entertainment Software How-to-Buy Computer Game Entertainment Software
23.05 Customer Relationship Management (CRM) Software How-to-Buy Customer Relationship Management CRM Software
23.06 Educational Software How-to-Buy Educational Software
23.07 Enterprise Resource Planning ERP Software How-to-Buy Enterprise Resource Planning ERP Software
23.08 IT Software Maintenance & Support How-to-Buy IT Software Maintenance and Support
23.09 Medical Software How-to-Buy Medical Software
23.10 Network Management Software How-to-Buy Network Management Software
Have Questions or Feedback?
Email the PSC or join an upcoming office hours session (Zoom details coming soon). We're here to support you with this Procurement Card policy update designed to increase IT purchase compliance across the campuses.
Working Group Participants
Name | Campus |
---|---|
Sarah Braun | Boulder |
Erin Hutchinson | Boulder |
Catherin Oja | Boulder |
Heather Cassell | Boulder |
Jason Swope | Boulder |
Noah E Judson | Boulder |
Mike Williamson | Boulder |
Roy Debashis | Denver |
Megan Jorgensen | Denver |
Molly Mumm | Denver |
Kenny Sisco | Denver |
Rachael Larsen | Anschutz |
Jaymil Patel | Anschutz |
Anna Alex | Anschutz |
Fred Manly | Denver/Anschutz |
Charlotte Russell | Denver/Anschutz |
Shaun Verdi | Denver/Anschutz |
Charlie Kuehler | UCCS |
Charles Wertz | UCCS |
Greg Williams | UCCS |
Laura Edwards | UCCS |
Mona Larsen | UCCS |
Keith Lehigh | CU System |
Jon Sanders (PSC) | CU System |
Crystal DiCino (PSC) | CU System |
Kadie Goodman (PSC) | CU System |
Sophie Lueth (PSC) | CU System |