Procurement of IT Equipment, Software and Consumables

Information Technology (IT) resources require an on-going investment of professional time, effort, and financial resources to perform acceptably over the lifecycle of the product. IT Asset Management (ITAM) provides the framework to effectively manage IT assets. The benefits of managing IT assets include:

  • Visibility and control of IT assets
  • Improve utilization of assets
  • Compliance with audit requirements
  • Compliance with regulatory requirements
  • Support organizational changes and projects
  • Provide configuration data for service management

The first step of ITAM is procurement of IT resources. A centralized IT procurement procedure benefits Michigan Tech by providing:

  • Brand and model standardization where appropriate
  • Campus-wide inventory of non-capitalized hardware and software to facilitate effective planning, maintenance, upgrades, and disposal
  • Pricing advantages obtained through volume purchasing and working with preferred vendors
  • License compliance for software purchases
  • Ensures hardware and software will be compatible with IT infrastructure

Business grade IT equipment is recommended over consumer grade. Business grade equipment usually has a higher initial cost, yet a lower total cost of ownership (TCO) over the lifecycle of the product. The lower TCO is due to proven longevity and stability compared to consumer grade equipment that increases the equipment lifespan and reduces the need for replacement parts and service. Compatibility, warranty, and lifecycle are strong considerations in how Michigan Tech IT determines standardized equipment.

IT generally does not support hardware and software that is purchased without IT involvement. Support for such systems would be best effort and only as time allows.

See the Information Technology Procurement Policy Requirements Checklist to determine if IT involvement is necessary.

Steps for buying IT equipment, software and consumables at Michigan Tech

  1. Contact IT by submitting a ServiceDesk request to or 906-487-1111 to start the review process.
  2. After review, the customer will be informed if IT needs to complete the purchase or the purchase can be made departmentally/personally.

IT purchase

  1. IT will work with the University Purchasing Office to procure the item(s).
  2. Upon receipt, the item(s) will be configured, delivered, installed, and tested by IT personnel.

Departmental/personal purchase

  1. Follow the University purchasing policy.
  2. To provide verification that the item was reviewed by IT, the ServiceDesk ticket number must be provided in the description entered as SDXXXXXX.
  3. If it is a recurring charge on a purchasing card, use the same number each month.
  4. If the item is a trackable asset, IT inventory and receiving will reach out to the customer after delivery to collect all necessary data and install the IT service tag.
  5. Once complete, the initial ticket will be closed.

Purchasing consumables for IT equipment

Need toner or ink refills for your copier or printer? To guarantee equipment compatibility, please place these orders through Michigan Tech IT; incompatible toner refills can damage your equipment and void the warranty. To order, send an email to with the make and model of your equipment, the type of toner/refill you need, and an account number for billing.

Michigan Tech IT purchases toner from a distributor that guarantees the product to be genuine and compliant with printer warranty. When purchased campus-wide, we are able to determine the quantity of toner the campus needs as a whole and order in bulk. This allows us to keep supplies available on demand and results in a lower purchase cost for all affected departments.

Please contact IT at 487-1111 or with any questions.