All purchases, with the exceptions of those listed in HBP 7.7.7., https://afm.utexas.edu/hbp/part-7/7-7-purchases-that-do-not-require-a-purchase-order, do require preapproval in terms of . As employees, we do not have the authority to obligate the university as such we must  go through the proper channels to get the necessary approvals before we can use university funds. These preapprovals come in different forms, and depend on what you are trying to do. For travel it can be an RTA, for entertainment an OOEF, for purchasing a PO or contract, etc. This applies regardless of the dollar amount or if we are purchasing a good or service. For entertainment purchases preapproval is in the form of a prior approved OOEF. All purchase require a valid ten-digit university account number.

The School of Human Ecology has a No Exceptions Policy related purchases and reimbursements of purchases. For all units within the School of Human Ecology, exception requests to UT policies will no longer automatically be generated by the business services team. Exception requests will only be generated on rare occasions where there exist no possible way to comply with UT policies.Below are guidelines that reflect the most common exception requests generated in the last fiscal year and align with the no-exceptions policy. Failure to comply with this policy will result in the expense being an out-of-pocket expense for the individual, unless there exists a rare occasions where there was no possible way to comply with UT policies.

1. No reimbursements for office supplies purchased using personal funds will be allowed.  Office supplies must be purchased through UT Market or by using the procard at Office Max.
2. No reimbursements for furniture or equipment using personal funds will be allowed. Equipment and furniture must be ordered though the proper purchasing channels, completing and submitting a SoHE Purchase Request Form being the preferred method.
3. No reimbursement from purchases or travel receipts that are over 60 days from the transactions date will be allowed.
4. No reimbursements for purchases made using gift cards, credits, or reward points will be allowed.
5. No sales tax will be reimbursed on purchases. Sales tax will only be reimbursed for business meals paid from personal funds when dining occurred at the restaurant.  Also, the university is not exempt from the mixed beverage sales tax and those can be reimbursed.  

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If you need assistance on completing an PRF please first review our "PRF Completion - How To" document. You can also see a "Completed PRF - Example" for reference. When submitting emails for purchases the Business Services Team, to aid in prioritization of work and any future searches, it is a best practice to include a descriptive subject line to your email. For instance, Purchase Request Form: Vendor Name - Requestor Name - Date Needed. It also helpful to include any relevant context in the body of your message related to the purchase.

UTMarket Purchasing:

 When ordering from a UT Market Punch-Out Provider you should first assign your finalized cart to your department administrator. Your department administrator will review the cart for accuracy and assign your the cart to Brandi Bankhead for processing. UT Market shoppers and department administrators should review our "UTMarket Cart Examples Guide" for SoHE specific guidance related to the necessary data during the cart submission process. Additional general guidance can be found in the UT Market for Shoppers Manual.

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1. Submit a CNS help ticket to request assistance with a purchase, please let them know what item(s) you would like to purchase. They may respond with alternative option(s), a quote for the item, or assign a UTMarket Cart to you. If an alternative is provided and you have a business justification for your original requested item, do let CNS ITS know why the alternative will not work and why the original item was requested. Please note, certain technology purchases will not be supported by CNS ITS.
2. If you were assigned a UTMarket cart, skip forward to step 3. If a quote was provided review the quote for accuracy and that this item(s) meet your needs and budget. When you are ready to move forward with the quote, log into the UTMarket and enter the store from which you are purchasing the item(s) from. Once in the store's punch-out site search for a purchase from quote option and upload the quote to generate at the UTMarket cart.
3. Review the UT Market cart and updated your cart information as need to align with our "UTMarket Cart Examples Guide" to ensure your cart contains the SoHE specific necessary data.
   
4. After your cart has been updated and reviewed, assign the cart to Brandi Bankhead for processing. When purchasing equipment please include the end user's EID and the location for the equipment.
   

Depending on your technology purchase, you may received an email with information about downloading software. If hardware was order, once it arrives you will likely need to coordinate the deployment of that hardware with CNS ITS. This can be accomplished on from your original CNS help ticket or if it has been closed, you can submit a new CNS help ticket. Please note, some purchase will require a UT Inventory TAG.

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Some purchases are allowed on university procards. All procard holders have undergone procard use training prior to receiving their procard. As the procard holder is personally liable for any non-reconcilable transactions on their procard they can refuse to share their card with anyone whom is not willing to follow university policies. It's the procard holder responsibility to remain up-to-date on procard usage changes and verify if the purchase is allowed on their procard. When in doubt about proper usage of their procard, they should reach out to the university's Procard Office for guidance, purchasing-procards@austin.utexas.edu. All procard resources, including the disallowed lists and other training, can be found at https://procard.financials.utexas.edu/. Any approvals from university offices related to procard purchasing should be included as part of your supporting documentation during the procard's monthly reconciliation process. 

Professional Services Purchasing:

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When the total purchase is greater than $15K additional quotes or an EAJ will be needed. EAJs should be not be our go to method for acquiring goods or services. If you must use an EAJ as there are absolutely no other vendors who sell the item(s) being purchased that total over $15K, you must have an approved EAJ as part of the supporting documentation you submit to the Business Services Team for processing.

EAJ: https://afm.utexas.edu/hbp/part-7/5-3-exclusive-acquisition

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