Purchase Request and/or Reimbursement

Purchase requests are initiated when staff or faculty are requesting the use of University funds to purchase or be reimbursed for business or research related items. Original, itemized, paid receipts are required for reimbursement of purchase. There are two types of requests:

The requester has an established account (grant, professorship, research) and has signature authority over that account.
The requester is seeking other funds and an approval for the purchase or reimbursement of purchase from Area/Department.

Access the online Purchase Request Form

Tax ID: 74-6000203

From the REQUESTS HOME page, select "Purchase Request" by clicking the corresponding create button inside the CREATE A NEW REQUEST box.

This is what the Purchase Request Module looks:

Your newly created request will generate an REQ number, creator/created information, status display, etc.
1. Note that this REQ number will appear on your UT Direct homepage and you can use this number to monitor your request. Any inquiries to or from Finance regarding your requests should reference this REQ number.
The next step is to complete the form:
1. Description
  1. Include your name and the type of expense: ex. Patricia Semenov – research books
2. Request Notes
  1. Indicate if funding request or reimbursement. How is the purchase to be made and any relevant information. Is it for a class, related to a project, etc.
    1. NOTE: UT recommends utilizing university procurement options first. Please contact the Finance Office prior to making purchases with own funds as there are reimbursement restrictions.
      1. If the Finance Office has confirmed a reimbursement will be okay, before submitting the REQ, first add or update your non-payroll direct deposit acct: Reimbursements: Non-payroll Direct Deposit Bank Account: Setup and Updates
3. Requester UT EID
  1. Will automatically populate with requestor’s EID
4. Using the “Add Attachment box”, attach any quotes, invoices or correspondences from the vendor.
5. Autofill Requester Info
  1. Click the Autofill button and all your contact information will load.

Item Information

Describe what the item(s) will be used for.
- Research, supply, props, project related, etc.
- Item(s)

Required fields:

Part Number – ISBN or product number.
Description – Basic description. Can also include a URL to the item on Amazon, etc.
Quantity – Indicate how many
Unit Cost

Account Information

Enter account number, account description (title), and amount.
If funding request, leave blank if next person/assignee will enter.

Vendor Information

Select: YES

1. Enter preferred vendor information or state “Reimbursement” if applicable in NAME.

Select – CONTINUE to assign document for approval

Purchase Request: Assign

You will assign to either a group, or an EID, per below:

Assignment Note: Provide information to Assignee regarding request. Are these established funds? Are you requesting funding and why? This is where you communicate to your Assignee.

To add an EID to your dropdown options select ADD TO PROFILE

To make an EID your default select MAKE DEFAULT

Click – ASSIGN

Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.

When the REQ reaches the Finance Office and is Finalized the requestor will be notified.

History Tab

Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ.

Upon creation the REQ establishes a date/time stamp each time a person routes the document.

Each person who reviews/approves the document can add notes that will appear in the HISTORY.

The requester can track the REQ through the approval process and follow up if the REQ has not moved forward.

Department of Theatre and Dance