...

FAQs

Do I need advance approval to make a purchase / hire someone / travel?

Yes. The general rule of thumb for prior approval notice is 2 weeks minimum. Please see the steps above to determine how to submit your purchase requests. Two exceptions:

• If you have your own Department-issued ProCard, check with EDP when you receive your ProCard to determine what kinds of purchases you can make without prior approval.
• If extenuating circumstances (e.g. emergencies) prevent you from obtaining prior approval, UT may be able to grant a one-time exception, but this is not guaranteed (see late request policy below).

Are late requests allowable?

Any request outside the prior approval timeframe (4 weeks in advance for service-for-hire and Faculty Travel Grant requests, 2 weeks for all other purchasing/travel) requires an explanation memo from the faculty member. The memo must be submitted via email to Julie Nguyen, who will obtain the necessary approvals before proceeding with the request.

All late requests require EDP Chair approval; depending on request type and timing, additional approvals may be needed. Late requests are not always approved - it is therefore important all requests be made within the required prior approval timeline.

Explanation Memo for Late Purchase/Service/Travel Requests (Required):

How much money do I have available?

Faculty are encouraged to keep track of their funding sources and expenditures for all purchases. If you are not sure how much money you have available, please contact Nicole Landes (or Stacia De Leon for TCSC).

Which fund should I use / is this an allowable expense?

Funding sources often depend on the type of purchase. If you’re not sure which to use, please contact Nicole Landes (or Stacia De Leon for TCSC).

Other questions?

Contact Nicole Landes (or Stacia De Leon for TCSC) if you have other questions not addressed on this webpage.