The Purchasing and Contract Management Offices, along with University Payables, are excited to announce the upcoming release of a new Software and Electronic Services Purchased by PCard form and process. The updated form and process will significantly improve efficiencies in the purchase of software and electronic services with a PCard, while also supporting the University’s broader goal of streamlining software purchasing. Core updates include:
- Replacing the existing separate Software Purchased by PCard and Electronic Services Purchased by PCard forms with a single combined form for ease of use.
- Eliminating the need for a PCard Exception request (and Purchasing/Payables involvement) for many PCard software and electronic services purchases, as long as certain high-risk criteria are not triggered and the purchase does not exceed $7500.
- Building the new form as a web form to improve ease of data entry and approval routing.
- Clarifying and modernizing language to address important risk triggers, such as accessibility and privacy considerations, as well as providing clearer guidance to the user on what is and is not allowable.
The updated Software and Electronic Services Purchases by PCard form and process will go live on December 1, 2025. To support the updated form and process, updates will be made to Section 7.2 and Section 7.6 of the BusFin Policies and Procedures.
Drafts of the new policy language are currently available via the Business & Finance Open Comment website. The Open Comment will be live until November 24, 2025. Please take a moment to review the new policy language and provide any comments or questions via the Open Comment page.
On December 1, 2025, a webinar will be held to walk through the updated form/process and address any questions that users may have.
Register for the webinar here.
Until the new form and process go live on December 1, 2025, please continue to use the existing forms and process. An additional announcement will be sent when the updated form and process go live.
Thank you, and we look forward to these updates going live soon!
Contact
Please contact your Purchasing and Contract Management Office with any questions or for additional guidance on purchasing software and electronic services.
