How to Make a Purchase

Owned by Bridget Jones
Last updated: Jul 17, 2024
6 min read

Before Purchase

Please review the "Types of Purchases" page before going forward with a purchase.

If you see something that isn't listed on that page - just ask. It's easier to ask a question than to make an assumption.

To officially get started, submit a complete Internal Services Purchase Request. If you do not know how to complete a Purchase Request, please see the Step-by-Step Guide below. Please allow up to 4-5 business days to process; most are approved within 48 hours but requests over $4,500 or for services take additional processing. Submitting a purchase request at the last minute does not make it an emergency on our part to approve it. Plan ahead! Approval, or denial, notifications will be sent to you via email. Be sure you to check your account settings to turn on notifications and also check junk email settings and make Internal Services and UTSCA a safe sender. If approved, you should follow the directions provided in the purchase request comments. Depending on the payment method, you may use Bookings to schedule a time to make your purchase. 

Step-by-step guide

To make an Internal Services Purchase Request:

1) From the options panel, click the "Financials" button (this is a staff view, but your page should have a similar button)

2) On this page you will find your club and see the balances for your three club accounts: From here, you will click the link of the account you would like to make a purchase request for. Ensure that it is the correct account.

  1.  

    1. Allocation Account

    2. Donation Account

    3. Student Org Account

3) Once you click the account you want to spend from, you should see your available balance and held funds. Look at these to ensure you have the necessary funds for your purchase request. When you are ready to make your purchase request click the "New Purchase Request" button.

4) Enter the Request Information.

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    1.  Title: Item(s) being purchased

      1. Tell us what you are buying; a general title (Ex: BSN Backpacks, Nationals Entry Fees, Chipotle Catering, Regionals Gas)

    2. Description: more specific (name of each line item, quantity of each item, name of competition purchase is related to, etc.)

      1. Ex: 6 Nike Socks, 18 Nike DriFit Navy Shirts, 5 flights to San Francisco, California for Nationals, A&M Gas, etc.

5) Enter Payment Information

  1.  

    1. Requested Amount: be sure to include shipping costs and make sure NO tax is being charged

    2. Account: choose which club account the purchase should be charged from

      1. EX: Allocation, Student Org., Donations

      2. Please note that the Sport Club Staff has final approval for account selection

    3. Expense Category:  type of expense

d. Payment Method: Add what payment method you would like to use.

6) Upload an invoice or quote received from your vendor. This can be a screenshot of your online shopping cart with the items and total. 

TRAVEL: For gas, upload screenshot of planned route(s). For food, send screenshots of menus and quotes for planned meals.

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    1. If your vendor provided an itemized invoice, please upload that for Sport Club Staff to review.

7) Enter Vendor Information

a. Enter the first and last name of the person you are paying or if it is a company, enter the company name in the First Name field.

b. Add the address of the company or person you will be purchasing from.

8) Submit your Purchase Request for Approval.

a. After the Purchase Request is submitted, please wait 4-5 business days for approval.

b. Approval, or denial, notifications will be sent to you via email. Be sure you to check your junk email settings and make recsports and Internal Services a safe sender. 

9) If approved, you should use Bookings to schedule a time to make your purchase via the ProCard. Purchases may take place in the Sport Club office or virtually via ZOOM.

10) After the purchase is complete, you have 48 hours to submit the receipt to the Sport Club office. 

After Purchase

University Property

All equipment purchases made by an individual club, from University accounts, become the property of the Recreational Sports/University of Texas. Clubs do not have the authority to sell or dispose of University equipment/property. Any unsafe, outdated or unusable equipment must be turned in to the SC Office. All equipment must be marked so as to identify it as University property. Marking should include UTSCA or UT and Club name followed by a name and year of purchase, (i.e., Soccer Balls: UT-Men's Soccer #1-14).

Receipts

  • Receipts should be turned in within 72 hours of the transaction(s). Beginning in 23-24 receipts can be directly uploaded to the Purchase Request in Internal Services. If there are issues Please upload the receipt(s) to our SPORT CLUB RECEIPT UPLOAD web link. Ensure that ALL of the following information is either written on the receipt or in the name of the file.

    • Club Name

    • Vendor

    • Travel/Trip ID & date(s) (if applicable)

  • If there are issues with attaching the receipt to a Purchase Request, receipts can be placed in our SPORT CLUB RECEIPT UPLOAD Box link or emailed to  utrs.sportclubs@austin.utexas.edu.

  • Failure to do so will prompt the Sport Club Staff to freeze your account and your club will not be able to use the same payment method until a receipt is turned in. All receipts must be itemized and must show zero balance or paid status

  • If you’re not sure if it’s itemized ask yourself, “Can I tell what we bought just by looking at the receipt?” If the answer is no, you’ll need to get a different receipt or attach an invoice.

Missing Receipt Protocol

  • If your club cannot produce a receipt within 72 hours of purchase, you will be contacted by Sport Club Staff and will be required to attend an in-person Locating Receipts meeting.

  • The Locating Receipts meeting will be your opportunity to contact the vendor or take other necessary steps to obtain the missing receipt.

  • Purchasing Restrictions may be placed on the club until a receipt is produced and/or you're cleared by the Sport Club professional staff.

  • Repeated issues with receipts may result in a disciplinary infraction.

Other Procedures

  1. Payments to independent contractors, such as coaches/instructors, officials, referees, etc., are paid differently; a HornsLink purchase request must still be submitted. See "Paying Service Providers" for more details.

  2. Make two separate requests if you wish to split a purchase between two accounts. Purchases may not be split between all three accounts.

  3. Upon submission, the purchase request will show awaiting approval.

    1. There will be fixed statuses for all purchase requests, some with comments attached by Staff:

      1. Awaiting Approval or Unapproved - pending

      2. Approved - good to go; make a scheduling appointment

      3. Denied - purchase not approved by Staff

      4. Cancelled - choice of club; in case of change in pricing, availability, etc.

      5. Completed - the receipt from the purchase has been received by the office and entered into your account transactions







Please contact Sport Club Staff at utrs.sportclubs@austin.utexas.edu with any questions or concerns.