Staff requests for paid AI products (e.g. ChatGPT Pro, Gemini etc)

The default and supported tool for Artificial Intelligence (AI) is Microsoft CoPilot Chat. This can be accessed via http://copilot.cloud.microsoft.com/ . Please log in with your <u1234567>@live.warwick.ac.uk style usercode and password.

Copilot offers the following benefits:

• Data you entered is covered by an Enterprise data protection agreement offering an extra level of reassurance. Still, please do not enter any sensitive data without having first received approval. Contact the eSolutions Helpdesk if you have concerns

• It does not cost you anything, nor require you to complete expenses forms

• CoPilot builds upon ChatGPT4 so when using CoPilot you are, effectively, using a ChatGPT model.

Should you have a particular need for an alternative to Copilot then the general process is:

1. Each staff member must have the approval of a budget holder who will fund this request

2. Each staff member must next complete the IDG Software approval process by completing this form

3. Assuming you receive IDG approval please sign up yourself for an account for your chosen product using your WBS email address as the username

4. Payment must be made via a University purchasing card and not a personal credit card. Staff should speak to their admin team (e.g. group coordinators) who should have been allocated a company purchasing card through which all payments should be made. Please note that from 1st August 2025 central university teams have said that no payments made on personal credit cards will be refunded via the expenses system.