Tax Exemption Usage
University tax-exempt status can only be used under two conditions:
- The payment is issued by the University.
- The item purchased is for the benefit of the University.
All BSOM-related purchases must first be approved by Finance Manager Tony Zapata. A signed Texas Sales and Use Tax Exemption Certification should be obtained from the Business Office upon approval and sent to the vendor.
Personal Information Protection
Protected personal information for faculty, staff, and students includes anything other than name. As mandated by both federal and international privacy laws, protected personal information cannot be shared without reason andpermission.
Conflict of Interest Statements
In order to prevent bias or the appearance of bias in decision-making, all employees of the University who either have a relation to a company/vendor or know a person who has a relation to a company/vendor must disclose that relationship before the company/vendor is contracted with the University. A Conflict of Interest Statement must be completed so an unbiased third party can determine the level of influence.
Single Vendor Usage
The University can only use and pay the vendor that it contracted with. A vendor cannot fulfill the contracted services through a secondary or subsidiary vendor without UT authorization. For example, if BSOM is approved to use and pay Company A to produce a product, and Company A uses a subsidiary, Company B, to produce said product, BSOM cannot be billed by Company B.
Commitment of Funds
(Promissory Authorizations Using A Signature)
Only personnel with signing authority on the financial account being used can authorize or
promise funds to a vendor for goods/services. In other words, no faculty, staff, or student can promise someone a payment using University funds without first receiving an approval to use those funds from the University. This includes the use of a ProCard.
For BSOM, that authorization is in most cases requested through a Purchase Order by the Business Office. Use of the ProCard precludes use of the Purchase Order. A Purchase Order is needed when an item exceeds $4,500. Merchandise that exceeds $4,500 cannot be split into multiple ProCard transactions.
Anyone promising funds to a vendor without approval or authority to do so on the University’s behalf may be held liable for the cost of the goods/services.