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Requesting a ChatGPT Business (paid) License
Bridgewater State University’s IT Department centrally manages ChatGPT Business licensing (the paid model). If your department would like to purchase a paid license of ChatGPT Business, follow the steps below so IT can process payment and provision the license.
Please note: ChatGPT Plus accounts are not permitted for University use. OpenAI charges sales tax on individual ChatGPT Plus accounts, and they do not allow schools or institutions to submit tax-exempt documentation for those plans. To ensure compliance with University purchasing policies and take advantage of tax-exempt institutional billing, all ChatGPT usage must be through the centrally managed ChatGPT Business license.
1 | Send the User List
Complete the Request New License(s) form to identify anyone from your department who needs a ChatGPT Business license.
2 | Transfer the Funds
After you complete the submission process, your email client should open with the details of your license and the budget transfer. Per that email, you will submit a one-time budget transfer to Information Technology for the current fiscal year using the Budget Transfer Form. The annual cost is $240 per user ($20/month × 12 months), prorated if the subscription is for less than a full year.
Use the following chart-string:
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Index: 254480
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Org: 60000
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Fund: 15000
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Program: 20
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Account: 71099
3 | Obtain Receipts When Moving from ChatGPT Plus to Business
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If you merge your personal ChatGPT (Plus) workspace into the BSU Business workspace, your personal workspace is deleted and the merge is irreversible. OpenAI Help Center
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OpenAI’s billing guidance says past invoices/receipts are retrieved from the active subscription’s billing portal (Plus vs. Business portals live in different places). After you merge and your Plus subscription is canceled, you may not be able to access the old Plus billing portal to download prior receipts. Because OpenAI does not document a way to retrieve Plus invoices after a merge, download any needed Plus receipts before IT completes your Business provisioning.
What you should do before we cut you over
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Download your current month’s ChatGPT Plus receipt (and any prior months you need for Concur):
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In ChatGPT, go to Settings → Account → Payment → Manage to open your Plus billing portal, then use Invoice History to download PDFs.
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If you subscribed to Plus on iOS/Android via the app store, retrieve receipts from your Apple/Google purchase history rather than OpenAI’s portal.
If you already merged and can’t find old Plus receipts
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Check your email for past OpenAI/Stripe invoice emails (PDF attachments/links are often included).
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If needed, contact OpenAI Support (Billing) and request copies of historical Plus invoices for your account. Start from the Billing questions section of the OpenAI Help Center. OpenAI Help Center
4 | Provisioning by IT
IT will assign assign the identified user(s) a license in our Bridgewater State University ChatGPT Business workspace. The user(s) will receive a confirmation email once provisioning is complete, which should take no more than 1-2 business days.
5 | New Log In Steps
For ChatGPT for Business Users: You will log into ChatGPT for Business using your BSU account email and password. Whether this is your first ChatGPT account or you are upgrading an existing account, the log in method you should select is via Email address.
Enter your BSU email address in the Email address field and click Continue.
You will then be prompted to log into BSU using your existing BSU credentials.
6 | Migrating Content to ChatGPT for Business Account
For ChatGPT for Business Users: If you wish to migrate any personal chats from your prior ChatGPT free or Plus account to the new Business license, use these steps - Can I migrate or merge my ChatGPT Free or Plus workspace over to my ChatGPT Business workspace? | OpenAI Help Center
Need help?
Contact IT at itsupport@bridgew.edu with any questions about the transfer or activation process.