Body
Questions
- How do I buy software at Bowdoin?
- How do I buy a computer or other hardware for my department?
- Can I expense or get reimbursed for an AI subscription like Claude, ChatGPT, or Gemini?
- Do I have to go through IT to buy technology?
- Can I put a software subscription on my department credit card?
- Who has to approve a technology purchase?
- Does this apply to purchases paid for with a grant or a gift?
- How do I request a quote before I buy?
- What is the Computer Allocation Process, and how is it different from a purchase request?
- What do I do if I need equipment but do not have funds for it?
- When do I use a Technology Budget Request instead of a purchase request?
Environment
This article is for Bowdoin faculty, staff, and departments who buy technology for College work, teaching, or research. It covers all technology purchases and subscriptions, including software, hardware and equipment, AI tools, and cloud-based services. It applies no matter how the purchase is paid for, including department funds, a College credit card, gifts, and grants. Students who need software they are already entitled to should use Software & Applications instead of a purchase request.
Resolution
The policy in short
Bowdoin College requires all technology purchases and subscriptions to be approved by and made through Information Technology (IT). This includes all software, AI subscriptions, programs, platforms, tools, and cloud-based services, as well as hardware and equipment. The requirement applies to every expenditure regardless of funding source, including department funds, credit card charges, gifts, and grants.
Buying technology through IT is not a formality. It keeps the right safeguards in place for the systems the community uses, and it lines up with the College's data governance commitments, its contract guidelines, and the College Bylaws that set out who can sign contracts on the College's behalf. Buying through IT also gets the community better pricing through vendor agreements and makes sure a new tool works with Bowdoin systems and data before money is spent.
How to buy software or a subscription
Before you request a purchase, check whether the product is already available. The List of College-Provided Software and Programs in the Related Articles section covers more than 500 titles the College already licenses, and many can be installed at no extra cost from Self Service on macOS or Company Portal on Windows.
If the product is not already available, use the Service Catalog. Open Software Purchasing and choose the request that fits:
- Choose Request a Software Purchase to buy or subscribe to a product Bowdoin does not already provide, including a paid AI tool or a cloud service.
- Choose Add Licenses to Existing Software to add seats to a product the College already owns, or to renew a subscription.
When a product is new to Bowdoin and meant for institutional use, meaning it will be shared across a department, a course, or the College, IT reviews it for data security and accessibility before the purchase. That review usually adds one to two business weeks, so submit early if you have a deadline or a start-of-term date. A one-off purchase for a single person is usually quicker. The Request a Quote or Purchase of Software article in the Related Articles section has more detail on the software path, including what happens when a purchase runs over $500.
How to buy hardware or equipment
Use the Service Catalog for equipment purchases. Open Hardware Purchasing and choose the request that fits:
- Choose Request a Hardware Quote to get pricing and options before you decide, which is useful for budget requests and grant proposals.
- Choose Request a Hardware Purchase when you know what you need or already have a quote.
Hardware Purchasing is for equipment you have funds for, whether your own or your department's. IT confirms the specifications and pricing, notes whether an item is a standard supported model or a non-standard one, and places the order. For non-standard or specialized equipment, IT confirms warranty coverage, and the requesting department takes on primary support for it, in line with College policy.
If you need equipment but do not have funds set aside for it, the path depends on the size of the request. An item for one person that costs under $2,000 goes through a Computer Allocation Process request. An item that costs $2,000 or more, or that is for more than one person, goes through the Technology Budget Request when next year's budgets are being built, around October to December.
When you do not have funds: CAP and the Technology Budget Request
Two processes cover technology you need but do not have funds for. The annual Computer Allocation Process (CAP) covers routine computer replacement and individual-use items under $2,000. Bowdoin runs a four-year replacement cycle for computers, and CAP is how faculty and staff request computers, peripherals, software, and upgrades each year with department head approval. The Computer Purchase and Support article in the Related Articles section explains CAP, the replacement cycle, and how College-owned equipment is handled.
For technology that costs $2,000 or more, or that serves more than one person, and that you do not have funds for, use the Technology Budget Request. Because it asks for funds rather than spending funds you already have, it is made when budgets for the coming fiscal year are being built, around October to December. A quote from Hardware Purchasing can support either request.
AI tools and technology subscriptions are not reimbursable
Because technology must be purchased through IT, the College's Travel and Expense Reimbursement Policy treats AI tools and technology-related subscriptions as non-reimbursable. If you pay for an AI subscription or another technology service yourself, you cannot expense it back to the College. Request these tools through IT instead, so the purchase is reviewed, supported, and covered by the right agreements.
Important: Do not sign up for or renew a technology subscription on your own and expect to be reimbursed. Personal purchases of AI tools and technology subscriptions are not reimbursable. Submit a request through Software Purchasing so IT can make the purchase for you.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.
Additional Resources
AI-assisted content: This article was drafted with the assistance of an AI writing tool and reviewed by Bowdoin IT staff for accuracy.