Printing Services

UT Document Solutions (Posters, etc..)

Please plan ahead when ordering conference posters if possible. 

We cannot reimburse you for the sales tax on an order.

• Ask your admin to provide an IDT (UT) account for the purchase. 
  • Purchases made with an IDT account must be tax exempt.  Check the total before completing your purchase.
• Online order link:  UT Document Solutions

ProCard Purchases

Check these off before making a ProCard Purchase

• Did you receive permission from your PI to make the purchase?
• Are you purchasing office supplies?
  • Yes, STOP and purchase through UT Market
  • No, move to the next step
• Check the Disallowed List 
• All purchases must be Tax Exempt - Tax Exempt Form - Tax Exempt #746000203
• Procard Billing Address:  1616 Guadalupe, UTA Rm 3.302, Austin, TX 78701
• Shipping Address:  10100 Harry Ransom Trail, Bldg. 160, Austin, TX 78758

Post ProCard Purchase

• Upload Receipts to your group's designated folder
• Add the purchase information to the group ProCard log

ProCard Misuse

• Misusing the ProCard will result in a strike against the PI's ProCard Account.  PI's are allowed 3 strikes before ProCard privileges are revoked.
• To avoid strikes:
  • Check the disallowed list prior to making a purchase.
  • Check your cart prior to finalizing the payment.
    • Was tax charged?
    • If so, make sure a tax-exempt form is on file with the vendor, and applied to your group's account.

Amazon Business Purchases

• Purchases made on Amazon Business Accounts should be treated as a ProCard purchase.
  • Check the disallowed list (e.g. do not purchase chemicals, precious metals or office supplies on Amazon)
  • Make sure you are logged into the correct account. (Business vs. Personal)
• Log the purchase on your group's purchasing log, upload the receipt or submit to your group's admin.

UT Market Purchases

For UT Market orders that DO NOT contain chemicals:

• Assign the cart to your group's admin (look up by name), You will need to provide the account information in order for the Admin to complete the purchase. No Purchase Order form is needed.
• Add the account information & a note stating that this purchase has been approved by the PI to the "Buyer/Order" notes section. 
• Orders will not be processed until an account number and approval statement is provided.
• If the provided account does not have enough funds you and the PI will be notified.

For UT Market orders that DO contain chemicals:

• If non-chemical items are going to be purchased at the same time as chemicals, create separate carts for these two types of orders and assign them to your admin for purchase by following the steps above.
• Complete a Purchase Order PowerForm (full instructions below) for the chemical purchase. You must include the name and email address of the Safety Coordinator on the Signer Information page so that is it routed correctly for review. On the form, indicate that this order will be for a UT Market order using the provided checkbox.
• Attach a copy of the SDS documentation for each chemical being purchased and attach it to the Purchase Order PowerForm.
• The form will route to the requestor's PI for approval, followed by the Safety Coordinator (for chemical purchases only), and then next to the administrative contact you provided who will confirm funding balances for the purchase(s). Finally, the order will route to the Purchasing Coordinator for completion. The requestor will be automatically notified when the cart is completed.

Purchase Orders that do not use UT Market

• IMPORTANT - GOODS AND SERVICES SHOULD NOT BE RECEIVED OR ARRANGED PRIOR TO SUBMITTING A PO REQUEST.
• Request a vendor check from your group's admin, if using a new vendor.
• A formal quote from the vendor, must include the following: itemized list with quantities, shipping estimate, name of contact, email, and company address. We are being asked by the university purchasing office to encumber the cost of shipping along with the cost of the item(s) being purchased.  Vendor quotes must be in pdf format (not a screenshot of the cart).
• Vendor Quotes:  Expire after 30 days.  PO Requests with expired quotes will be returned and not processed until an updated quote is provided.
• Complete an MRC Purchase Order Request form (refer to document links). This link will redirect you to a DocuSign PowerForm. PowerForm instructions are as follows:

1. Complete the PowerForm Signer Information. You will need to provide the following contact names on page one:
   1. Your name and email address
   2. Your PI's name and email address
   3. The Safety Coordinators's name and email address (if purchasing chemicals, gas cylinders or hazardous materials)
   4. Your administrative contact's name and email address
   5. The Purchasing Coordinator's name and email address
2. Complete Section 1 - Requestor & Professor Information
3. Complete Section 2 - Vendor & Vendor's Contact Information. NOTE: Vendor ID and mail code to be completed by admin contact
4. Complete Section 3 - Account Information. If you know the account number, please add it here, otherwise your admin contact will complete this portion
5. Complete Section 4 - Chemical Information as needed
6. Complete Section 5 - Order Information. Please provide part numbers, a brief description, quantity, unit and price per unit for each line item on the quote. NOTE: Following the subtotal, a value must be included for shipping. If shipping is included, click the checkbox and $0.00 will be automatically entered into the shipping field. If shipping is not specifically listed on the quote, you need to enter an estimated value not to exceed 10% of the PO value.
7. For Equipment Purchases, individual items that are over $5k are considered equipment and require a specific type of funding account.  Please make sure you and your PI are aware and the correct funding is available.
8. Complete Section 6 - Shipping Information
9. Section 7 - Safety Coordinator - This section will be completed by the Safety Coordinator for chemical and/or hazardous orders
10. Attach your valid, unexpired quote (pdf format) as well as your SDS documentation for each item on a chemical order.
11. The form will route to the requestor's PI for approval, followed by the Safety Coordinator (for chemical purchases only), and then next to the administrative contact you provided who will confirm funding balances for the purchase(s). Finally, the order will route to the Purchasing Coordinator for completion. The requestor will be automatically notified when the cart is completed.

• Purchases of individual items over $15k require either a competitive bid process be completed or if competition for an item does not exist, an Exclusive Acquisition Justification Form (EAJ) needs to be completed (instructions & form linked in the above table).

Notes

• If an order needs to be sent to the EER building instead of MRC, please let your admin know (and include the specific lab room number) so they can make sure it gets to the correct location.
• Admins maintain tracking spreadsheets of UT Market and Purchase Order transactions for each research group they support, so if you need to reference past purchases, please reach out to your admin.