Functional Area | Functional Area Detail | Immediate Supervisor Approval | Department Chair/Delegate Approval | Dean/Delegate | Other Approval | |||||||||
| Purchasing | Technical Purchases | $500 | $15,000 (Also, any EAJF's will require Chair's approval) | $50,000 | If Apple products, needs AVP-Business Affairs approval. | |||||||||
| Non-Technical Purchases | $500 | $15,000 (Also, any EAJF's will require Chair's approval) | $50,000 | N/A | ||||||||||
| Payments | Non-Entertainment Payments | N/A | N/A | N/A | If no PO previously approved, needs Dell Med Finance Approval. | |||||||||
| Entertainment Payments/OOEF | $500 | $1,000 | Anything over $75 per person limit or alcohol limits require Dean's approval. | OOEF must be signed by Director of Finance (<$5k) or AVP Business Affairs (>$5k). | ||||||||||
| Business Contracts, Professional Services, and APS | Contracts involving Dell Medical paying for services | $1,000 | $15,000 (Also, any EAJF's will require Chair's approval) | $25,000 | All Business Contracts will require Finance review and submittal. Contracts are invalid until fully executed the Business Contracts Office. | |||||||||
| Revenue | Deposits | N/A | N/A | N/A | Dell Med Finance processes and approves. | |||||||||
| Funds Transfer | Fund Transfers for non-Contracts and Grants Accounts | N/A | N/A | N/A | Dell Med Finance review and approval required. | |||||||||
| Fund Transfers for Contracts and Grants Accounts | N/A | N/A | N/A | AD Sponsored Projects review required; Dell Med Finance process and approves. | ||||||||||
| Scholarships | Scholarship/ Fellowship Award Tuition/Fee Waiver Tuition Reduction Benefit | N/A | N/A | N/A | Dell Med Finance review and approval requiredDepartmental Level | Associate VP of Business Affairs4 | Dean's Level | University Level | ||||||
Administrative Delegate | Department Head | |||||||||||||
Obtaining approval for an expense does not guaranteed procurement. Receiving all necessary approvals will consent the due diligence effort to continue with the procurement process. | ||||||||||||||
| Purchasing1 | Technical Purchases2 | <$1,000 | <$15,000 | $15,000-$50,000 | $50,000 - $100,000 | >$100,000 | ||||||||
| Non-Technical Purchases | <$1,000 | <$15,000 | $15,000-$50,000 | $50,000 - $100,000 | >$100,000 | |||||||||
| Entertainment Payments | Official Occasion Expenses, Entertainment Reimbursements, Events | Departments can initiate official occasion approvals. | Official Occasions up to $50,000. | Dean's Office/Delegate will approve all official occasions. Dean's approval is necessary for any reimbursements of over $75 per person. | Provost's approval is required for events involving alcohol. | |||||||||
| Contract Services | Authorization of Professional Services (APS) | <$15,000 | $15,000-$50,000 | $50,000 - $100,000 | APS cannot exceed $25,000. | |||||||||
| Business contracts and agreements involving Dell Medical paying for services | Departmental Leadership and Staff cannot sign contracts; Events Manager can sign off on-campus agreements. | N/A | Dean/VP Medical Affairs can sign off on Medical-based Agreements. | Business Contracts/VP Legal Affairs can sign off on contracts. | ||||||||||
| Travel | Request for travel authorization and correction document | All travel | requires immediate supervisor approvalrequests must be approved by direct supervisor or delegate3. | N/A | Foreign Travel will Department Chair travel must be approved by Dean . | Foreign Travel to restricted regions requires International Office review and approval. | Reimbursement | All travel requires immediate supervisor approval. | N/A | N/A | N/Aor Dean Delegate. | Dean's travel must be approved by the Provost's Office. | ||
1If a purchase is over $15,000 and requires an Exclusive Acquisition Justification (EAJ), additional approval from the UT Purchasing Office is required. | ||||||||||||||
2For technical purchases over $1,000, additional approval from the IT Director is required. | ||||||||||||||
3Delegation of Authorization to approve Request Forms System (RFS) requests must be prior-approved by the Finance team. | ||||||||||||||
4Business Affairs procurement over $15,000 will require approval from the Dean's Level. | ||||||||||||||