Are you an Educational Psychology faculty member wishing to purchase something with UT funds? If so, please follow the steps below!

IMPORTANT: Faculty must obtain prior approval from EDP before making any purchases/hires or traveling. Purchase and travel requests must be submitted a minimum of 2 weeks in advance, and Service for Hire and Faculty Travel Grant requests must be submitted at least 4 weeks in advance.

Please submit requests ASAP. EDP is very rarely able to pay/reimburse without prior approval, and UT has very stringent rules around how travel, purchases and contracts must be handled.

Step 1: Determine funds to use

If you do not know which account to use or if funds are available, contact Nicole Landes (or Stacia De Leon for TCSC purchases).

Step 2: What kind of request is it?

Specific instructions for different request types are below.

FAQs

Do I need advance approval to make a purchase / hire someone / travel?

Yes. The general rule of thumb for prior approval notice is 2 weeks minimum. Please see the steps above to determine how to submit your purchase requests. Two exceptions:

If you have your own Department-issued ProCard, check with EDP when you receive your ProCard to determine what kinds of purchases you can make without prior approval.
If extenuating circumstances (e.g. emergencies) prevent you from obtaining prior approval, UT may be able to grant a one-time exception, but this is not guaranteed (see late request policy below).

Are late requests allowable?

A request outside the prior approval timeframe (minimum 2 weeks for purchase/standard travel requests; 4 weeks for service-for-hire and Faculty Travel Grant requests) necessitates an explanation memo from the faculty member. The memo must be submitted via email to Julie Nguyen, who will obtain the necessary approvals before proceeding with the request. All late requests require EDP Chair approval; depending on request type and timing, additional approvals may be needed. Late requests are not always approved - it is therefore important all requests be made within the required prior approval timeline.

Explanation Memo for Late Purchase/Service/Travel Requests (Required):

How much money do I have available?

Faculty are encouraged to keep track of their funding sources and expenditures for all purchases. If you are not sure how much money you have available, please contact Nicole Landes (or Stacia De Leon for TCSC).

Which fund should I use / is this an allowable expense?

Funding sources often depend on the type of purchase. If you’re not sure which to use, please contact Nicole Landes (or Stacia De Leon for TCSC).

Resources

University of Texas Handbook of Business Procedures (COE and EDP may have college and department-level procedures in addition to UT procedures)

Faculty Purchasing & Travel

Step 1: Determine funds to use

Step 2: What kind of request is it?

FAQs

Resources