Software and/or software licenses for work-‐ related purposes can be purchased for individuals or teams. Procedures for software ordering fall into two categories:
(1) ) Software programs UF has Software Licensing Agreements for.
- Individual faculty and staff licenses: https://software.ufl.edu/faculty-‐ agreements/
- Department licenses: https://software.ufl.edu/department-‐ agreements/
(2) ) Software programs UF does not have Software Licensing Agreements for.
(1) Completing an Order for Software UF has a Software Licensing Agreement for:
- Go to: https://files.software.ufl.edu/licensing/bootstrap.fcgi/ and log in using your Gatorlink information
- Add the desired software to your Shopping Cart and click “Proceed”
- Select the Liasion for HOP – Lindsay, Annette – using the search box on the top left.
- For department, select “MD-‐ HOP-‐ GENERAL – 29240101” –OR-‐ -‐ “INSTITUTE-‐ CHILD HEALTH POLICY – 57720000”
- The Computer Tracking Label is the name of the computer the download is intended for. This can be found at the top of the Start Menu.
- Click “Continue to Registration”
- Click the “Edit Registrations” tab and complete the required info for the software user. Note: Division and Unit are not needed and can be left blank
- IMPORTANT: Click the “Delegate” button next to the “Edit Registrations” tab. Enter the email address for either Carrie Pons cpons@ufl.edu (if you work with the OneFlorida or BMI teams) or Tami Ford tford@ufl.edu (Texas team and all other staff) at the bottom of the screen. Without this step, Tami/Carrie will not be able to process payment for the software. Make sure all the required registration information is entered prior to clicking the Delegate Items” button.
- Complete a Requisition Form (found on the department website). Make sure to include:
a. The name & UFID of Software Recipient
b. Type of software
** Software purchasing for research faculty and staff can require a Cost Accounting Standards exemption (commonly known as a CAS exemption) or a non-‐ grant source to be available. Before placing an order, please ensure the purchase of computer equipment is an allowable expense for the intended funding source.** - After you Submit your Software Order
• The fiscal staff will verify the funding source and PI approval of the requisition.
• Tami or Carrie will then complete the payment information for the order.
• Once payment has been processed, IT will contact the recipient to arrange a time to download and install the software onto the recipient’s computer.
(2) Completing an Order for Other/External Software:
Use this process for any software not available through the UF Software Licensing Agreements.
- Complete a Requisition Form (found on the department website). Make sure to include the following:
a. Name of Software Recipient
b. Software specifications
c. Platform (Macintosh vs. Mac)
d. Method to obtain (include a weblink if the software can be downloaded online, or indicate if you require/prefer a physical copy)
** Software purchasing for research faculty and staff can require a CAS exemption or a non-‐ grant funding source to be available. Before placing an order, please ensure software purchase is an allowable expense for the intended funding source.** - After you Submit your Software Order
• The fiscal staff will verify the funding source and PI approval on the requisition, and then place the order for the software.
• For online downloads, the software download code or license key (depending on the type of software purchased) will be sent to the recipient once the order has been processed.
• For physical copies of software, they will be received and delivered.
• The recipient will need to submit an IT Service Desk request using the “Computer / Program” option to have the new software installed on their computer.