All purchase of any supplies, materials, services, equipment, or property must have prior approvaland 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 a PO or contract 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.
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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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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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