Policies

The purchase must be for UT business-related purposes. See Handbook of Business Procedures 9.1.2 for UT policies. Travel reimbursement and entertainment reimbursement are subject to official UT policies and spending limits.

For a reception for/lunch with a guest speaker, you may seek up to $100 reimbursement from the department. See Inviting Classroom Guest Lecturers. Check in with area heads if further questions.

For any event that includes food, you must submit Request for OOEF.

Not reimbursable:

• Sales Tax - With very few exceptions, the university cannot reimburse for sales tax. To avoid being charged sales tax, you can present the vendor with a tax exemption form. (You will need to fill out and sign the form.)
  
• Software / Computers - Due to issues of ownership, warranty, and licensing, the University does not allow us to reimburse for purchases of any software or computer devices (laptops, desktops, iPads, tablets, etc.). We must order them through the department

• Shipping Costs - Shipping costs are not reimbursable. Instead of paying for shipping yourself and requesting reimbursement, eShipGlobal is the only authorized shipping provider on campus, and must be used for all shipments. Please coordinate with our accounting team to utilize the eShipGlobal platform for any future shipping needs. For more information on eShipGlobal, please refer their information page.

• Amazon Purchases - Regardless of shipping speed or price, place your purchase requests on UT Market if you find the item available (see below to process a purchase request).

Procedures & Timeline

• Requests for reimbursements must be submitted within 10 business days of the event/purchase.
• You will need to fill out the request form and submit your receipts as a single PDF file.
• Each receipt must be:
  • Clear and legible
  • Itemized (Listing each specific item and not just a grand total)
  • Include “proof of payment” or show method of payment
• For any event that includes food, you must submit Request for OOEF.

Policies & Procedures

Request must include:

• Link to the item
• Item description
• Quantities
• Business-critical reason for the purchase

Purchasing Office Supplies

Office supply orders are placed monthly. Use the following link to access the office supply request form.

All office supplies must now be procured through Today’s Business Solutions due to our contractual agreement with the university. Use the following link and login below to locate your desired item/s:

• Today's Business Solutions
• Username: UTBROWSE
• Password (password is case sensitive): Welcome1

Purchasing Computer Devices & Software

Please read over the College’s purchasing policy for technology: Moody College Technology Purchasing Policy and Procedures

Do not purchase your own computer or software for UT business: due to issues of ownership, warranty, and licensing, the University does not allow us to reimburse for purchases of any software or computer devices (laptops, desktops, iPads, tablets, etc.). We must order them through the department.

Before requesting replacements for a computer or computer-related equipment, please first contact the Moody College Help Desk/Tech Team  at comm-help@austin.utexas.edu to see if your device is repairable and for their suggestions. If after working with the tech team, you still need to request a purchase, please fill out the purchase request form.