Business Office Processes Procurement Policy The purchase of goods and services requires: The issuance of a purchase order (PO) The issuance of a contract Or the use of a procurement card (ProCard) These are the only authorized purchasing methods. See the University Handbook of Business Procedures Part 7 for more information. Requesting a Purchase A. Purchase Order Submit a purchase request though the electronic request system. Assign your request to group 00332 (BSoM Business Office) with at least 2 weeks’ notice from the start date or the service. If the vendor is not in the system, additional forms will be required, and it will take extra time to complete. Purchase orders must be issued prior to the shipment of a product or the delivery of a service to be compliant with University policy and procedures. When requesting a PO, please attach a valid quote with the estimate cost and the vendor information. The Business Office will use that information to finalize the PO in Point Plus. Also add the account number you want to use. If you are not certain about the funding source, contact the Finance Manager Ruth Sogas-Paramio (rsogasparamio@austin.utexas.edu). You do not need to complete the Item Information section; the Business Office will take care of that. Upon final approval, the purchase order is a contractual document that specifies description, price, quantity, delivery, and terms and conditions. The PO will be email to the vendor, including all UT Terms & Conditions. You can find more details about Purchase Orders in the Handbook of Business Procedures. Find more information about adding a vendor here. B. Contracts The president of the University has delegated contract signing authority to the Business Contracts Office (BCO). Email your contract requests to the Finance Manager at rsogasparamio@austin.utexas.edu with at least two weeks’ notice. The Business Office will submit your proposed contract to the BCO. Include a Business Contracts Review Checklist with your contract when you email the Finance Manager. Please keep in mind that the contracts route through several approvals before obtaining a final signature. Depending on the contract complexity, the approval could take more than two weeks. If the contract amount exceeds $15,000, additional documentation will be required. Please contact Finance Manager at rsogasparamio@austin.utexas.edu for more information. C. ProCard Please contact the Finance Manager at rsogasparamio@austin.utexas.edu to access to the BSoM ProCard. We will be sending updates about how to gain access to BSoM Procard as the policy is currently being reviewed. The University restricts the use of ProCards. Review the list of items that cannot be purchased with a ProCard before requesting. ProCards should only be used only for the purchase of allowable low-dollar and low-risk goods for University purposes, when other methods of procurement are less appropriate. Purchasing alternatives should be evaluated and explored prior to the utilization of the ProCard. All purchases made with a ProCard are exempt from paying Texas Sales Tax. You may need to provide a University of Texas at Austin’s Texas Sales and Use Tax Exemption Certificate when purchasing with a ProCard. Travel Travel requests A Travel Request Form must be submitted PRIOR to the travel start date. Information about receipt submission will be updated soon. Thank you for your patience. Hotels A hotel occupancy tax exemption certificate is used for in-state travel only. The form is also used for guest hotel direct-billing purposes. Expense Policies Official Occasion Expense Form (OOEF) This form is required supporting documentation for all entertainment expense reimbursements or direct-payments to vendors. Tips The maximum tip you can use is 20% of the subtotal (before tax). Itemized Receipts You must include an itemized receipt for all reimbursements. If an itemized receipt is not available, you must have a written record of each item with the corresponding charge. Note if there was alcohol purchased at a meal, and whether it was more than 50% of the total charge. Proof of Payment All reimbursements must show proof of payment or a zero balance. Meal Limits The total reimbursable amount for meals is $100 per person effective April 1, 2024. These totals include tax (when applicable), tips, and fees. You will need prior approval to be reimbursed beyond this limit, but approved exception requests will be very rare. Submitting Documents & Receipts Submit personal expense reimbursement receipts Submit ProCard receipts (ALL ProCard holders are expected to provide receipts to this UT Box folder) Submit travel reimbursement receipts Submit invoices, purchase orders, contracts, or house accounts
