Important: All hardware and software purchases must be reviewed and approved by Information Resources (IR) prior to purchase, regardless of payment method (P-Card or PO).
Please refer to the Hardware Software Requests process before initiating any purchase.
Subscriptions and Memberships
Can I use my P-Card to pay for subscriptions?
Yes.
Subscriptions (e.g., academic journals, online databases) may be purchased with a P-Card if they directly support official SUNY business and the campus mission.
Are membership dues allowed?
Yes, if:
- The membership benefits SUNY Cortland (not an individual personally), and
- It is related to official job responsibilities or institutional operations.
Personal memberships not tied to SUNY business are not permitted.
Can I use my P-Card for subscription renewals?
Yes. Renewals are allowable if:
- The original subscription was appropriate and properly approved.
- The renewal continues to serve a valid business need.
- Proper documentation is retained.
Are automatic renewals allowed?
Automatic renewals should not be allowed, as evergreen clauses are not allowed for NYS.
If unsure, contact the P-Card Administrator at x2407 before allowing the auto-renewal to process.
What documentation is required?
For every subscription or renewal, include the following with your P-Card packet:
- Vendor name and contact information
- Description of the subscription/service
- Subscription period (start and end dates)
- Cost and pricing details
- Business purpose justification
- IR approval (if applicable)
Can I prepay for a subscription?
Yes.
Prepayment is generally acceptable for subscriptions and memberships when required by the vendor and aligned with SUNY policy.
Can a subscription be in an individual’s name?
Subscriptions should generally be in the name of the department or SUNY Cortland, not a private individual.
If an individual must be listed as the contact, documentation must clearly demonstrate that the subscription is for institutional use.
What happens if a subscription is no longer needed?
Departments/cardholders are responsible for:
- Cancelling recurring charges before renewal
- Monitoring statements for unauthorized or unnecessary renewals
- Reporting disputed or incorrect charges immediately
Failure to cancel unnecessary renewals does not remove departmental responsibility.
Should I sign up for the “free trial offer”?
Free trials of software and online services require IR review as explained below.
Hardware & Software Purchases
Do hardware or software purchases require additional approval?
Yes.
Under SUNY Cortland Information Resources policy, all hardware purchases and software purchases must be reviewed and approved by Information Resources (IR) before the purchase is made, including purchases made with a P-Card.
This applies to items such as, but not limited to:
- Computers, laptops, tablets
- Software licenses and cloud-based services
- Software subscriptions (including renewals)
- Any device that requires a wi-fi or wired network connection.
Why is IR approval required?
IR review ensures:
- Compliance with data privacy and cybersecurity standards
- Accessibility (ADA) compliance
- Compatibility with campus systems
Even if a purchase falls within your P-Card spending limit, it cannot bypass IR review.
When should I contact IR?
Contact IR before:
- Purchasing new hardware
- Purchasing new software
- Renewing software subscriptions
- Entering into any IT-related agreement or online terms of service
- Allowing automatic renewals of software or cloud services
If a contract or agreement is involved, the Purchasing Office may also need to review it after IR approval (x2305).
How should I contact IR?
Contact IR via the Tech Help section on the myRedDragon page.
Submit your request with sufficient detail about the hardware, software, or subscription being considered, including vendor information and the intended business purpose. IR will review and provide guidance or approval before the purchase can be made.
Can I use my P-Card after IR approval?
Yes, if:
- IR has approved the item/service, and
- No formal contract is required by Purchasing, and
- The purchase complies with SUNY and NYS procurement rules.
Non-Approved Software Subscriptions
Are there software subscriptions that will not be approved by IR?
Yes.
Under IR guidance, certain software and cloud services are not approved for individual departmental purchase because the campus already provides institutionally licensed solutions or because they present security, data, or compliance risks.
Examples of commonly non-approved purchases include:
- Cloud Storage/File Sharing including Dropbox, Google Drive, and iCloud
- Video Conferencing Platforms (e.g., Zoom, Webex)
- DocuSign (campus has licensed Adobe Sign)
- AI/LLM Tools including OpenAI’s ChatGPT, Google’s Gemini, Anthropic’s Claude
These purchases should not be made with a P-Card unless IR provides written approval for an exception and that waiver must be included with your P-Card packet.
Why are these subscriptions not approved?
Common reasons include:
- The campus already owns an enterprise license
- Security or data privacy concerns
- Incompatibility with campus systems
- Accessibility (ADA) compliance issues
- Redundant spending of State or campus funds
Purchasing duplicate or unapproved services may create compliance or audit issues.
What happens if I purchase IT equipment without IR approval?
Purchases made without required IR review may:
- Be deemed non-compliant
- Require return of equipment
- Require alternative funding (non-State, i.e., Research Foundation, ASC/CAS, College Foundation)
- Result in audit-findings
- Lead to P-Card suspension (for repeated abuse)
- Require the cardholder to reimburse SUNY Cortland
Departments and cardholders are responsible for ensuring compliance prior to purchase.