Microsoft Add-On Licensing provides UGA departments with access to Microsoft licenses that are not included with the University's standard Microsoft licensing agreements. These add-on licenses enable access to additional Microsoft products, features, and services based on departmental or business needs. Additional licensing costs may apply.
Note: This process does not include Microsoft Copilot or Microsoft Fabric Capacity requests.
Pricing
Microsoft add-on licensing is managed as an annual contract. USG publishes updated pricing each year on July 1, and the published rate reflects a full 12-month term. Where applicable, eligible license charges are prorated based on the date the quote is requested.
In addition, a 10% surcharge will be applied to the total Microsoft licensing cost to help support the University's Microsoft Unified Support program. Because Unified Support costs are based on the University's overall Microsoft spend, this surcharge will be included in the amount billed to the requesting department.
How do I purchase Microsoft Add-On Licensing?
To request add-on licenses, complete the Microsoft Add-On Licensing Request Form. In the form, please provide:
- Users
- Requested product
- Number of licenses
- Departmental Billing information
EITS IT Contracts & Licensing Administration (ITCLA) coordinates the procurement of Microsoft add-on licenses and works with the UGAmail team to ensure licenses are assigned to the appropriate users. Do not independently request quotes or submit purchasing carts for Microsoft add-on licenses unless instructed by ITCLA.
License Assignment Timeline
Licenses purchased during a given month are generally made available by the University System of Georgia at the start of the following month. EITS cannot assign licenses until they are available in the Microsoft administration portal. To avoid delays, please submit requests well in advance of your required deployment date, allowing sufficient lead time for processing and license availability.
All requests for purchases for the current fiscal year must be completed by May 1. Any requests submitted after May 1 will not be fulfilled until the start of the next fiscal year on July 1.
Annual Renewal Validation
Each May, EITS will reach out to the IT Director of each unit to confirm whether they'd like to renew their purchased Microsoft add-on licenses for the next fiscal year. This is done as part of an annual renewal validation process.
Resources
Contact
For more information please contact:
IT Contracts & Licensing Administration (ITCLA):
Mamtha Ramaraja
itcla@uga.edu