Software Renewal

Verify

Review the checklist and complete the Software Request Form unless the following is true:

A copy of the previous Software Request Form and Purchase Order number is included with your renewal.
All answers on the old form are still accurate.
Check the One-Time Delegation Approval Criteria
- One Year: Automatically valid for one year from the approval date.
- Two-Year: Granted when all conditions below are met:
  - Software does not involve high (level 3) or restricted (level 4) data per Policy AD95 Information Assurance and IT Security
  - No AI functionality is used.
  - No changes exist in the original Software Request Form answers, including employee(s) granted one-time approval.
  - Business Area maintains original acknowledgments and contingencies outlined in the delegation approval

Approval Duration Example

Scenario: Chief Procurement Officer Duane Elmore approves a software one-time delegation on November 1, 2023.

Result: Delegation approval remains valid through October 31, 2025 (if all two-year criteria are met).

Route

View the Procurement Search Tool for allowable payment methods and product category codes to route for appropriate review. Purchase Order

Purchase Order

Login SIMBA>Purchasing>PSUbuy>Request a non-catalog item

Attach the original software agreement and Software Request Form.
If applicable, attach the one-time delegation approval confirming the two-year approval.

Purchasing Card

Email the software agreement, Software Request Form, and accessibility approval to purchasesoftware@psu.edu.

Two-Year Delegation Exception: A renewal of a one-time delegation is not required if the two-year criteria are met. To reconcile, share the one-time delegation and confirm the software meets the two-year criteria.

No Cost

Email the software agreement, Software Request Form, and accessibility approval to purchasesoftware@psu.edu.

Review

The completed Software Request Form, software type, and use of the software may trigger additional compliance reviews before Central Procurement approves the software use.

Compliance Partners

Office of Ethics and Compliance (Export)
Office of General Counsel
Information Security
Accessibility
Merchant Management

Sign

A limited number of individuals are granted authority to sign contracts on behalf of the university per Policy FN11 Contracts and Leases and Policy FNG02 Limited Delegation of Contract Approvals.

Once finalized, a contract is routed to be signed by an authorized signature authority or approved for a one-time electronic signature delegation*.

*A delegation does not give an individual signing authority.

Central Procurement may ask additional questions and reserves the right to request a new Software Request Form.

Contacts

IT Software Category Team