Whether you’re purchasing software, an AI tool, a cloud service, or another technology product for Berkeley Lab business, taking a few minutes to follow the proper procurement process not only helps ensure compliance with Lab policies, but can save you time.
It is key to use established IT and Procurement channels before purchasing software, technology subscriptions, cloud services, artificial intelligence tools, or related products. This includes individual subscriptions to services such as OpenAI, software-as-a-service (SaaS) platforms, mobile applications, browser plug-ins, online collaboration tools, and other technology products.
We recommend not purchasing these products using personal funds with the expectation of being reimbursed later. Even if the purchase seems small or urgent, technology acquisitions often require reviews for security, privacy, licensing, accessibility, contractual obligations, records management, and ongoing support before they can be approved.
Before making a purchase, follow these simple steps:
- Check the Berkeley Lab Software website to see whether the software or service is already available through an existing Lab license.
- Contact the IT Site License team if you can’t find the product or need help identifying an approved alternative.
- Work with your division’s purchasing staff and Berkeley Lab Procurement to determine the correct purchasing method, whether that’s eBuy, a Procurement Card (PCard), or an ePro requisition.
- Wait for approvals before committing Lab funds. Do not accept vendor terms, create a paid account, begin a free trial that automatically converts to a paid subscription, or otherwise make a purchase until all required reviews have been completed.
Following these steps benefits both individual staff members and the Lab as a whole. Early coordination allows IT and Procurement to identify existing licenses, avoid duplicate purchases, negotiate better pricing, and ensure that new technology meets Berkeley Lab’s security and compliance requirements.
It’s also important to remember that Payment Requests are not a substitute for the Lab’s established procurement process. Purchases that could have been made through an authorized procurement channel may be considered unauthorized commitments and could require additional review before payment or reimbursement is approved.
When in doubt, reach out before you buy. A brief conversation with the IT Site License team or your division’s purchasing staff can help prevent delays, reimbursement issues, licensing conflicts, and security concerns while ensuring your purchase follows Berkeley Lab policy.
Here are some additional helpful resources should you have any additional questions:
- Berkeley Lab Software: https://software.lbl.gov/
- IT Site License Team: licenses@lbl.gov
- Procurement Purchasing Guidance: https://procurement.lbl.gov/welcome-to-procurement-property/make-a-purchase/
- Berkeley Lab Purchasing Guide: https://procurement.lbl.gov/purchasing-guide-2/
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