Purchasing ProCard The ProCard (PRC credit card) may be used for routine purchases of research supplies, membership and registration fees, postage and shipping, books, and gift cards for incentives. It cannot be used for food purchases at restaurants, travel expenses, or professional services ((i.e. transcription, translating services. Please email service@prc.utexas.edu to determine the best way to make a purchase and to sign out the ProCard. Also, please be sure to have a Texas State Sales Tax Exemption form to present to the vendor—the ProCard cannot be used to pay for taxes (the PRC could lose its use of the ProCard if taxes are charged). Submission of receipts along with the account number or account description to be charged is required for each purchase made with the ProCard. UT policy regarding allowable ProCard purchases is available at ProCard Policies and Guidelines. ProCard disallowed purchases list. Office Supplies, Equipment and Software The University has a standing contract with Office Max/Office Depot and all purchases for office supplies must be made through UT Market. Reimbursements for office supplies are unallowable and will not be approved. All computers, monitors, printers, and software must be purchased by the PRC. Software purchased with UT funds must be installed on UT equipment only. Software should not be installed on personal computers. Cloud based software must be approved by TX-RAMP. If not approved, we will need to work with ISO to get it approved. These items cannot be reimbursed. Computers and any equipment over $500 purchased on UT funds are UT property and must be tagged for inventory even if purchased with research grant funds. Please email help@prc.utexas.edu if you wish to order computing equipment and supplies. Printing and Copy Services Business cards are available via UT Document Solutions. Please email service@prc.utexas.edu to place business card orders. Please include the account to be charged and your desired style. You can order printing and copy jobs through UT Document Solutions. Orders can be charged directly to a UT account number. You may use outside vendors and pay with a UT PRC procard or a personal credit card. If your are using a personal credit card, sales tax cannot be reimbursed. A state sales tax exemption form is available from PRC staff or here. Professional Services Purchases for professional services such as transcription, editing, and data services must be made using a purchase order. The PRC will need a contact for the business you wish to use to have the company set up as a vendor in UT’s payment system. Purchases over $15K per fiscal year will require additional approvals.UT Libraries offers transcription and captioning services that can direct billed to your UT account number.
