UPAY Card Services Compliance Outreach

Computer Software and Electronic Services may be purchased with a PCard if the following conditions are met.

Prior to using a PCard to purchase allowable software or electronic services, the unit must complete the Software and Electronic Services Purchased by PCard form to determine allowability.

• If the purchase is allowed, a PCard exception is NOT required
• The unit must retain the final approval email and the Software and Electronic Services Purchased by PCard form in the unit’s file.
• The cardholder must attach the final approval email and the PDF of the completed form to their expense report in Emburse Enterprise.
• If the purchase involves Generative AI, the Generative AI Risk Awareness and Acknowledgement Form should be completed prior to the purchase in addition to the Software and Electronic Services Purchased by PCard form. Once completed, the form should be sent to digitalrisk@uillinois.edu.

Possible Non-Compliant Findings

• A purchase made prior to approval is non-compliant.
• The approval(s) are not attached to the Emburse ER.
• Software and electronic services that do not meet the requirements but are still purchased with a PCard.

Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition in iBuy (with any required terms and conditions submitted as a contract request in Contracts+). Please see the Software and Electronic Services Purchased by PCard form for additional information.

Resources

• Policy: 8.12.4 Restricted & Prohibited PCard Purchases
• Buying & Contracts: Computers and Computer Software
• Digital Risk Management: Generative AI

For information about the selection and secure use of software and electronic services, contact:

Buying & Contracts
Computers and Computer Software

Urbana-Champaign
urbanapurchasing@uillinois.edu

Chicago
uicpurchasing@uillinois.edu

Springfield
UISPurchasing@uillinois.edu

System Offices
procurement@uillinois.edu 

For more helpful tips, please check out the UPAY Card Services Compliance Outreach archive on our blog.

Contact
If you have questions, please contact University Payables Card Services.