Are you an Educational Psychology faculty member wishing to purchase something with UT funds? If so, please follow the steps below!

Step 1: Determine funds to use

Determine what funds you will use to purchase the item(s). If you do not know which account to use or if funds are available, contact Barbara Morris, or Stacia De Leon for TCSC purchases.

Faculty must obtain prior approval from EDP before making any purchases. Due to University rules, there are very few circumstances where EDP is able to pay or reimburse without prior approval. Please submit purchase requests as far in advance as possible.

Step 2: What kind of purchase is it?

Specific instructions for different purchase types are below.

Software/licenses

Email Julie Nguyen with 1) the software or license you wish to purchase/renew, 2) if it will be used for your regular job duties/teaching or for research, 3) and what funds you plan on using.

Equipment Purchasing

To purchase computers or other technology with University funds:

Send a help request to ITO at help@edb.utexas.edu requesting assistance in choosing and purchasing equipment. Include the following:
1. Specifics about what you need
2. Budget
3. What the equipment will be used for (teaching, research, other)
4. Where the equipment will be kept
ITO will work with you to find equipment that meets your needs
Once the equipment has been settled on, ITO will send the purchase request to EDP
EDP will contact you with any follow-up questions
Equipment will be delivered to ITO. ITO will contact you when the equipment is ready to be set up.

Equipment Purchasing FAQs

My equipment is broken or having issues. Can I replace it with new equipment?

If you are having difficulties with your equipment or suspect it's broken, please send a help request to ITO first so that they can determine whether it’s worth repairing your equipment or best to purchase a new one.

I want to upgrade my equipment. What are my options?

Tenured/Tenure-Track faculty will receive one computer from the department to be used for teaching. This teaching computer is eligible for upgrade every 4 years. Faculty eligible for upgrade will receive an email notice from the department when it is time to choose a new computer.

Faculty are welcome to purchase equipment with other funds available to them, as long as purchases fall within the fund/UT purchasing guidelines. The purchasing process for these is the same one outlined at the top of this page.

How much money do I have available to purchase equipment?

Faculty replacing their teaching computer will be given a budget when they are informed of their upgrade eligibility.

Faculty are encouraged to keep track of their funding sources and expenditures for any other type of purchases. If you are not sure how much money you have available for purchasing equipment, please contact Barbara Morris.

I’m not sure what equipment I need. I need technical advice.

ITO can assist you in selecting equipment that fits your needs. Start the process by sending a help request to ITO at help@edb.utexas.edu.

I don't have access to email on any of my devices. How can I submit a help request?

If you do not have access to email on any of your devices, you can submit your request to ITO by telephone at (512) 471-3234.

Other questions?

Contact Barbara Morris if you have other equipment purchasing questions not already addressed on this webpage.

Office Supplies for Teaching

Be sure what you’re needing isn’t already available in the EDP main office. If not, email Julie Nguyen and let her know what you need (please be as specific as possible).

Office supplies for Research

Email Julie Nguyen and let her know what you need (with as much detail as possible), and what funds you wish to use.

Food/Beverage Purchases

Food and beverage purchasing often takes special paperwork due to UT "entertainment" purchasing rules. To purchase food/beverages for an event, meeting, or for other UT-related purposes, contact Julie Nguyen.

Paying someone for Services / Work

Email Julie Nguyen with the following details at least 2 weeks prior to any services/work occurring:

- Person/company you plan to use
- Work to be done (guest lecturer, video editing, etc)
- Dates work will be done
- Expected cost
- What account/funds you wish to use

IMPORTANT: UT and the COE Dean’s Office require prior approval for services before anywork has begun. Except in very rare circumstances, EDP will not be able to pay for services without prior approval.

TCSC Purchases

Fill out the EDP Order Form and email it to Stacia De Leon.

Other Purchases

Email Julie Nguyen with a description of what you wish to purchase and what funds you plan on using.

FAQs and Resources

How much money do I have available?

Faculty are encouraged to keep track of their funding sources and expenditures for all purchases. If you are not sure how much money you have available, please contact Barbara Morris or Stacia De Leon for TCSC.

Which fund should I use?

Funding sources often depend on the type of purchase. If you’re not sure which to use, please contact Barbara Morris.

Do I need approval in advance to make a purchase?

Yes. The general rule of thumb for prior approval notice is 2 weeks minimum. Please see the steps above to determine how to submit your purchase requests. Two exceptions:

If you have your own Department-issued ProCard, check with EDP when you receive your ProCard to determine what kinds of purchases you can make without prior approval.
If extenuating circumstances (e.g. emergencies) prevent you from obtaining prior approval, UT may be able to grant a one-time exception, but this is not guaranteed.