PCard Exception Request for Technology Purchases

This service is for completing software and technology-related hardware PCard purchases by creating a PCard Exception Request ticket, similar to the existing process for standard technology purchase requests. This process will help the campus stay in compliance with all cybersecurity and accessibility requirements, as well as prevent multiple purchases of the same software and technology.

The requester is still responsible for submitting cybersecurity and accessibility documents (HECVAT and VPAT) for review.

PCard Exception Request for Software Purchases:

Exception process to allow software purchases with a PCard.

Software Purchases:

  • Requests must be submitted via a Tech Purchase ticket.
  • Requestors remain responsible for submitting Cybersecurity (HECVAT) and Accessibility (VPAT) documentation as needed.
  • If there are terms and conditions and/or a signature required, the requestor must have a signed legal review attached.
  • The IT Contracts team must approve your request before software can be purchased using a PCard.
  • If your request is approved 
    • You will receive an approval notification in email from the ticketing system.
    • Use your departmental PCard to complete the purchase.
    • Attach a copy of the approval notification to the documentation you submit to the PCard office.
    • Exceptions are on a one-time, annual basis.
    • There are no blanket exceptions.
  • All rules and guidelines for PCard transactions apply.

PCard Exception Request for Hardware Purchases:

Note: This process does not change the types of hardware that can be purchased without an exception. Please refer to the PCard guidelines for information on whether your purchase requires an exception.

After submission, IT Asset Management (ITAM) will review your request and notify you using an automated system email from TeamDynamix. If your request is approved, instructions for uploading required attachments will be included in that message.

  • Requests must be submitted via a Tech Purchase ticket.
  • IT Asset Management (ITAM) must approve your request before a technology item can be purchased using a PCard.

  • If your request is approved:

    • You will receive an approval notification in email from the ticketing system.
    • You will use your departmental PCard to make the purchase.
    • Upload a copy of your order confirmation to the request. This must include the total cost (with taxes and shipping) and the relevant worktags.
    • Ship the equipment to the ITAM office for tagging and inventory by our Property Accounting partner.
    • Attach a copy of the approval notification to the documentation you submit to the PCard office.