In follow-up to the November 17 communication, the Purchasing and Contract Management Offices, along with University Payables, are excited to announce that the new Software and Electronic Services Purchased by PCard form and process are now live, effective today, December 1, 2025. The updated form can be found at: https://go.uillinois.edu/software-pcard and should be used effective immediately.
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.
To support the updated form and process, updates have been made to 7.6 The University Purchasing Card (PCard) and additional resource Restricted Items and Purchases Requiring Special Approval of the Business & Financial Policies and Procedures, as well as the PCard & TCard Forms, Buying Computer Software and Electronic Services, and Approved Vendors for Cardholders pages (the last of which no longer requires software/electronic service vendors on the approved vendors list since they should now be addressed under the new process).
A recording of today’s webinar will be shared via a separate communication.
Thank you, and we look forward to partnering with you on the new form and process!
Contact
Please contact your Purchasing and Contract Management Office with any questions or for additional guidance on purchasing software and electronic services.
