Using one of the following items may require additional authorization, budget consideration, or special handling by Finance and Administration.
All vendor invoices must be submitted immediately upon receipt to INVOICE Payment Submission - For Payments to Vendors Only for payment processing.
Working with a vendor outside of UT-Austin?
Prior to booking vendor service or contract
- Vendor must be in UT's payment system to pay them. Follow instructions to Search for Vendor in UT Payment System. If vendor is not in the system, submit a Vendor Set up Request Form to Finance and Administration for a Payee Information Form to be sent directly to the vendor to complete. For how-to instructions, please visit Vendor Set up Request - PIF and Direct Deposit page.
- UT is tax exempt from sales tax for all Texas vendors. Download and complete the Texas Sales and Use Tax Exemption Certification and give form to vendor when booking services. Confirm invoice does not include sales tax before submitting an Invoice Payment Submission form for payment.
- Vendor may require UT's W-9 & Credit Letter to set up payment arrangements. Staff working with vendors can request W-9 & Credit Letters online.
- All Contracts and other legal agreements requiring signatures must be sent to EM-Support@austin.utexas.edu no less than two months prior to event. If contract is urgent, contact EM-Support for further instructions. Enrollment Management employees do not have authorization to sign any contract or accept terms and conditions. Only an individual with a written delegation of authority from the President of the University may execute and deliver contracts on behalf of the university.
Submitting Invoices for Payment
How to Pay Texas Union and University Unions with OOEF
Texas Union Catering*
Special Instructions to Event Coordinators
- Prior to event:
- Login to CaterTrax https://texasunioncatering.catertrax.com/ to place food orders.
- On or before day of event:
- Login to Catertrax to download invoice
- Verify accuracy of invoice and ensure event coordinator contact information is correct
- Locate fully signed OOEF with account number assigned and attach to invoice
Submit invoice with OOEF to Texas Union Catering (Aramark) via email for payment processing
- Write to Texas Union Catering (Aramark) if there are questions about an invoice
University Unions**
- Paid via Interdepartmental Transfer (IDT)
- Verify account number assigned to OOEF is same on file with Texas Union Hospitality
- NOTE: If account number has changed since reservation was made, contact Texas Union Hospitality to provide new account number