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General Purchasing Policy
All employees of The University of Texas at Austin are expected to be good stewards of university funds. Regardless of the dollar amount, please ensure you are only considering critical purchases that are essential to your teaching and/or research.
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Anchor reimbursements reimbursements
Requesting Payment Reimbursements
reimbursements | |
reimbursements |
Directions for submitting receipts for reimbursement.
Request Form
Resources
- Handbook of Business Procedures 9.1.2
- Tax Exemption Form
- Entertainment & Official Occasions Expenditure Policy ChartReimbursement Policies
- Travel Reimbursement Policies
Policies
The purchase must be for UT business-related purposes. See Handbook of Business Procedures 9.1.2 for UT policies. Travel reimbursement and entertainment reimbursement are subject to official UT policies and spending limits.
For a reception for/lunch with a guest speakerproduction faculty who are inviting a guest to talk to their class, you may seek apply for up to $100 reimbursement from the department . More information forthcomingto cover a meal (in lieu of an honorarium). See Option 1 under Inviting Classroom Guest Lecturers (Guest Lecturers for Production & Screenwriting Classes). Check in with the production area head if further questions.
For any event that includes food (including the option mentioned above for production faculty honoring guests with a $100 or less meal/refreshments), you must submit a Request for OOEF (Official Occasion Expense Form).
Not reimbursable:
- Sales Tax - With very few exceptions, the university cannot reimburse for sales tax. To avoid being charged sales tax, you can present the vendor with a tax exemption form. (You will need to fill out and sign the form.)
- Software / Computers - Due to issues of ownership, warranty, and licensing, the University does not allow us to reimburse for purchases of any software or computer devices (laptops, desktops, iPads, tablets, etc.). We We must order them through the department
Shipping Costs - Shipping costs are not reimbursable. Instead of paying for shipping yourself and requesting reimbursement, eShipGlobal is the only authorized shipping provider on campus, and must be used for all shipments. Please coordinate with our accounting team to utilize the eShipGlobal platform for any future shipping needs. For more information on eShipGlobal, please refer their information page.
- Amazon Purchases - Regardless of shipping speed or price, place your purchase requests on UT Market if you find the item available (see below to process a purchase request).
Procedures & Timeline
- Requests for reimbursements must be submitted within 10 business days of the event/purchase.
- You will need to fill out the request form and submit your receipts as a single PDF file.
- Each receipt must be:
- Clear and legible
- Itemized (Listing each specific item and not just a grand total)
- Include “proof of payment” or show method of payment
- For any event that includes food, you must submit a Request for OOEF (Official Occasion Expense Form).
Anchor Purchaserequests Purchaserequests
Purchase Requests
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Purchaserequests |
Directions for requesting new purchases.
Request Form
Resources
- Traditional Office Supply List
- Today's Business Solutions catalog
UN: UTBROWSE
PW: Welcome1 - Moody Help Desk - Contact for Computer-related Issues
Policies & Procedures
Request must include:
- Link to the item
- Item description
- Quantities
- Business-critical reason for the purchase
Purchasing Office Supplies
When requesting traditional office supplies, we are required to use university mandatory contract with Office Max/Office Depot through Today’s Business Solutions (TBS). Use Office supply orders are placed monthly. Use the following link to access the office supply request form.
All office supplies must now be procured through Today’s Business Solutions due to our contractual agreement with the university. Use the following link and login below to locate your desired item/s:
- https://www.odpbusiness.com/billboard/billboardMessages.doToday's Business Solutions
- Username: UTBROWSE
- Password (password is case sensitive): Welcome1
Purchasing Computer Devices & Software
Please read over the College’s purchasing policy for technology: Moody College Technology Purchasing Policy and Procedures
Do not purchase your own computer or software for UT business: due to issues of ownership, warranty, and licensing, the University does not allow us to reimburse for purchases of any software or computer devices (laptops, desktops, iPads, tablets, etc.). We must order them through the department.
Before requesting replacements for a computer or computer-related equipment, please first contact the Moody College Help Desk/Tech Team at comm-help@austin.utexas.edu to see if your device is repairable and for their suggestions. If after working with the tech team, you still need to request a purchase, please fill out the purchase request form.