Software and Electronic Services Purchased by PCard

Before purchasing Software or Electronic Services with a PCard, complete this form to determine if the purchase qualifies as a PCard transaction. If so, your unit must file and retain this form with other backup documentation required for your PCard purchase.

For additional information on purchasing Software or Electronic Services, see Section 7.2 - Purchase of Goods and Services, Computer Software and Electronic Services. For information on public and/or sensitive data, see https://go.uillinois.edu/dataclassification.

Will the third-party vendor be hosting, or have access to, non-public University data (e.g., social security numbers/SSN’s, protected health information/PHI, student data, confidential data, or non-deidentified research data)? *This question is required.

Will the Software or Electronic Services be used in the creation of new intellectual property? *This question is required.

Will students be required to use the Software or Electronic Services? *This question is required.

Will faculty/staff with a known disability (as defined by the Americans with Disabilities Act) be required to use the Software or Electronic Services? *This question is required.

Will the Software or Electronic Services be used to collect funds (e.g. credit/debit card transaction processing)? *This question is required.

Will the Software or Electronic Services be used by individuals physically located in the European Economic Area (EEA), United Kingdom (UK), or mainland China? *This question is required.

Do the Software or Electronic Services include generative AI? *This question is required.

You may NOT make this purchase with a PCard. You must use another purchasing mechanism, such as a requisition/PO. Please close this form without proceeding further. If you need further assistance, please contact your Purchasing Office.

Please review and complete the Generative AI Risk Awareness and Acknowledgement Form before proceeding further. After you ensure compliance with the requirements of the Generative AI Risk Awareness and Acknowledge Form, please continue to complete this Software and Electronic Services Purchased by PCard Form.

Software and Electronic Services Vendor Name *This question is required.

Please provide a description of the Software and Electronic Services being purchased. *This question is required.

Describe how the Software and Electronic Services will be used, including 1) who will be using it; and 2) what, if any data will be shared with the vendor. *This question is required.

Provide web address (URL) to the Software and Electronic Services being purchased, if applicable.

If available, provide Web address (URL) for any associated terms and conditions, End User License Agreement (EULA), and/or privacy statement.

Please attach any relevant files.

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Proposed Date of Purchase This question requires a valid date format of MM/DD/YYYY.

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Are you the PCard holder that will process this purchase? *This question is required.

Please provide your information below.

Full Name *This question is required.

University Email Address *This question is required. This question requires a valid email address.

Unit, Department, and/or College *This question is required.

Please enter the appropriate contacts below who will be contacted to provide approvals on this form.

IT Department Contact Name should be an individual involved in the IT functions for your unit. *This question is required.

IT Department Contact Email *This question is required. This question requires a valid email address.

Department Head (or Designee) Name *This question is required.

Department Head (or Designee) Email *This question is required. This question requires a valid email address.

PCard Holder Name *This question is required.

PCard Holder Email *This question is required. This question requires a valid email address.