Purchase & Service Requests Quick Links to Forms: Purchase Request: For deliverable items, subscriptions, registrations, licensing, and UT market orders Service Request: For services such as editing, videography, contracted services, and off-campus events Purchase Requests The UT Procurement Card (Procard) Primarily for purchasing deliverable goods, registrations, continuing services, and software licenses. You can find the list of disallowed items on the Procard here. Vendors that are commonly purchased on the Procard: Amazon, IKEA, HEB/Central Market, Home Depot, Blick Art Supplies, Newspaper Club, conference registration, subscriptions Tax Exemption: All Procard purchases must be tax free. Please submit your purchase request with ample time to ensure tax exemption can be established by the Finance Team with the vendor if needed. UT Market Office Supplies must be ordered through the department to ensure compliance with the University’s exclusive contract with Today’s Business Solutions. To request office supplies, submit a request here. Visit the Office Depot/Office Max website to search for supplies and provide the item # or a link to the item in your purchase request. Computers, Cameras, TVs, audio, lighting must be purchased through the department. They cannot be purchased on a Procard or purchased by an employee and reimbursed. To request a purchase of this sort, submit a submit a request here. Gifts When requesting gifts and awards to employees, retirees, students, or friends of The University of Texas, the amount should not exceed $50 – exceptions and specific guidelines are included in the University policy here. Awards of cash, gift certificates and gift cards are not allowed. Important policies regarding purchases made: Any purchase made with UT funds is considered UT property, even if purchased with grant funds. Service Requests For a vendor to be paid by The University of Texas, please submit a request at least 30 days prior to the service dates to ensure The Finance Team has ample time to set up a vendor in the UT system. Please submit a service request here for the following instances: Services such as a photographer, lighting, videographer, editors Planning an event (catering, space rental) Equipment and furniture rentals How the process works: After we receive a service request, we will reach out to the vendor and set them up in our system as well as create a purchase order. After services are completed, please send us an invoice from the vendor and confirm services/goods were received. If a request is completed with less than 2 weeks of services or goods being rendered, staff or faculty member may be responsible for paying the vendor and requesting reimbursement. For an international purchase or wire transfer, the process requires additional approvals. Please submit request as soon as possible. We cannot make payments through PayPal, Zelle, or other payment sources like this. Contracts with a vendor: Any agreement or formal contract cannot be signed on behalf of UT, you must submit the contract with your service request. From there it will be submitted to Business Contracts to be signed by a representative of UT as well as the vendor. Important information you will need when submitting a service request: Vendor and vendor contact information A quote from the vendor Dates of service(s) Payment due date and whether there a deposit or prepayment required Which funding source you will be using If this is entertainment of any sort, cost per person must be under $40 for breakfast and lunch and under $75 for dinner. This should be determined from the total cost. If at any time there are any changes to the purchase order, please contact the Finance Team as the purchase order will need to be amended. Special consideration for large purchases and services (this is true of service as well as product purchases): Departments may commit to purchases less than $15,000. For purchases between $15,000-$50,000 the department is required to obtain three informal bids. For purchases greater than $50,000, the department must follow the Formal Bidding Process. The Finance Team will coordinate approval of these larger purchases, but please allow extra time for processing. For Sole Source / Exclusive Acquisition Requests, check out the Exclusive Acquisitions section to learn more about UT policy on sole-source/EAJ requests.
