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Purchase requests are initiated when staff or faculty are requesting the use of University funds to purchase or be reimbursed for business or research related items. Original, itemized, paid receipts are required for reimbursement of purchase. There are two types of requests:
Access the online Purchase Request Form Tax ID: 74-6000203 |
PROCESS
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From the REQUESTS HOME page, select "Purchase Request" by clicking the corresponding create button inside the CREATE A NEW REQUEST box.
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This is what the Purchase Request Module looks:
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Your newly created request will generate an REQ number, creator/created information, status display, etc.
Note that this REQ number will appear on your UT Direct homepage and you can use this number to monitor your request. Any inquiries to or from Finance regarding your requests should reference this REQ number.
The next step is to complete the form:
Description
Include your name and the type of expense: ex. Patricia Semenov – research books
Request Notes
Replaces “Brief Justification of Need” from paper form. Indicate if funding request or reimbursement. How is the purchase to be made and any relevant information. Is it for a class, related to a project, etc.
NOTE: UT recommends utilizing university procurement options first. Please contact the Finance Office prior to making purchases with own funds as there are reimbursement restrictions.
Requester UT EID
Will automatically populate with requestor’s EID
Using the “Add Attachment box”, please attach any quotes, invoices or correspondences from the vendor.
Autofill Requester Info
Click the Autofill button and all your contact information will load.
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Part Number – ISBN or product number. (Item or Product# paper form)
Description – Basic description (Product Description paper form). Can also include a URL to the item on Amazon, etc.
Quantity – Indicate how many (same)
Unit Cost (Cost per Item paper form)
Account Information
Enter account number, account description (title), and amount.
If funding request, leave blank if next person/assignee will enter.
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Select – CONTINUE to assign document for approval
Purchase Request: Assign
Choose Assignee
Assign To: select UT EID
If you do not know the EID select the question mark icon for assistance.
Who do I assign it to?
Assign to Area Head
Area Head assign to Finance Group (00259)
Assignment Note
You will assign to either a group, or an EID, per below:
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Assignment Note: Provide information to Assignee regarding request. Are these established funds? Are you requesting funding and why? This is where you communicate to your Assignee.
To add an EID to your dropdown options select ADD TO PROFILE
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When the REQ reaches the Finance Office and is Finalized the requestor will be notified.HISTORY TAB
History Tab
Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ.
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