Exception Approval Process
A new process for departmental technology purchases is here. For more information on the process, click here.
If the procurement is not a standard or exceeds the listed thresholds, the purchase requester will login to ServiceNow and "Submit a Technology Purchase Exception Request" for approval. The submitted request will be automatically routed to the appropriate personnel for approval. If approved, the procurement can proceed.
Before you start
To complete the approval form, select “Submit a Tech Purchase Request.” A form will display. Complete the form by entering the information requested as follows:
- Email Address - This is so the requestor can be contacted
- Purpose - An explanation of why the purchase is required, if the standard product does not meet needs, how it will be used, and any other information explain the reason for an exception.
- Request Type - This is used to categorize and route the request to the right approver. There is a drop down list that includes: server, software, pc, other hardware, audio visual, consulting, maintenance contract, data networking/communications, construction.
- Date Needed - Date required for use in order to insure appropriate attention.
- New or Renewal - Is this a new technology purchase or a renewal of an existing agreement.
- Amount - Enter the total amount of the procurement
- Tech Purchase Request Attachments - This is where the requestor would attach a quote, bid proposal, or contract.
When completed, the requestor submits the request for approval. A request number will be assigned and will be confirmed back to the requestor by email. The requestor can check on the status of the request at any time by returning to the web site and choosing the “Check Status” tab or link.
When approved the requestor will be notified by email. The requestor can proceed with the purchase or the appropriate Purchasing Department process. Purchasing will only process the Purchase Order after receiving verification that the UTSB has approved the request. Please add your Request Number in your Purchase Requisition for easy reference.
If you are denied you will be notified by email. The requestor may appeal the decision through the University Technology Standard Board (UTSB) process by simply notifying the same person handling the exception request. The appeal will be considered by the UTSB and a recommendation made to the Vice President for Information Technology.