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Please note: prior |
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approval must be obtained before any purchases |
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are |
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made |
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. |
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Purchase order process
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All purchase orders must be final approved *before* your order is placed with the vendor. |
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Purchase order process
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Reorders require a new purchase order. Please contact the UGS Business Team (ugs.business@austin.utexas.edu) with any questions. |
Dollar Range | Solicitation Process | Who is responsible? |
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$14, |
999 or less | Select best value by comparing different vendors' prices - no bid required | Staff member |
. (*Design must be approved by UGS Communications before quote is submitted for PO.) | |
$15,000 - $49,999 | Requires a minimum of three |
ethnic minority-owned and one woman-owned business when available
Staff member
$25,000.01 or more
Formal bids/quotes solicited by purchasing
Consult with UGS Business Office
ProCard
In addition to following the Purchasing Office's ProCard guidelines, you must submit a ProCard Charge Form to the UGS Business Affairs office no later than three business days after receipt of goods. Please attach the original itemized receipts.
In order to safeguard your card, the university requires the use of a ProCard log. A copy of this log should be turned into the UGS Business Affairs office at the beginning of every month showing the previous month's ProCard transactions.
ProCard Purchases Exceeding $500
Please contact the UGS Business Affairs Office if you plan to make a ProCard purchase that exceeds $500 to make sure the vendor is in good tax standing with the state of Texas. The results of the inquiry should be documented on your ProCard log.
Disputing a Transaction
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informal bids
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| Staff member. (*Design must be approved by UGS Communications before quote is submitted for PO.) | |
$50,000 - $1M | Requires formal bid/proposal - Please contact UGS Business Office for procedures | Consult with UGS Business Office |
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Disputes must be sent to Citibank within 45 days of the billing close date. The closing date for the previous billing cycle is always on the 3rd of the next month.
Disallowed Purchases
You are not allowed to purchase some items using a procard, including office supplies, gasoline, food, flowers, personal items, consulting services, entertainments, and certain forms of printing and advertising.Please visit the Purchasing website for the full list of items that are disallowed using a ProCard.
Sales Tax
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