Are you an Educational Psychology faculty member wishing to purchase something with UT funds? If so, please follow the steps below!
IMPORTANT: Faculty must obtain prior approval from EDP before making any purchases or hires. Purchase requests must be submitted a minimum of 2 weeks in advance, and Service for Hire requests at least 4 weeks in advance.
Please submit requests as far in advance as possible. There are very few circumstances where EDP is able to pay or reimburse without prior approval, and UT has very stringent rules around how purchases and contracts must be handled.
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 Nicole Landes (or Stacia De Leon for TCSC purchases).
Step 2: What kind of purchase is it?
Specific instructions for different purchase types are below.
Paying someone for Services / Work
Fill out the Form below and send to Julie Nguyen a minimum of 4 weeks prior to any services/work occurring.
IMPORTANT: UT and the COE Dean’s Office require prior approval for services before any work has begun. Except in very rare circumstances, EDP cannot pay for services without prior approval.
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:
Specifics about what you need
Budget
What the equipment will be used for (teaching, research, other)
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
Software/Licenses
Email Julie Nguyen with:
- The software or license you wish to purchase/renew
- If it will be used for your regular job duties/teaching or for research
- What funds you plan on using
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.
Assessments Purchases
Fill out the EDP Order Form and email it to Julie Nguyen (for TCSC assessments purchases, email the form to Stacia De Leon).
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
Q: Do I need advance approval to make a purchase / hire someone?
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 (see late request policy below).
Q: Are late requests allowable?
Any request outside the required prior approval timeframe (minimum 2 weeks for purchase/standard travel requests; 4 weeks for service-for-hire and Faculty Travel Grant requests) necessitate an explanation memo from the faculty member. The memo must be submitted via email to Julie Nguyen, who will obtain the necessary approvals before proceeding with the request. Late requests require EDP Chair approval - depending on request type and timing, additional approvals (Dean, Provost, etc) may be needed. Late requests are not always approved - it is therefore imperative all requests be made within the required prior approval timeline.
Explanation Memo for Late Purchase/Service/Travel Requests (Required):
Q: How much money do I have available?
Q: Which fund should I use / is this an allowable expense?
Funding sources often depend on the type of purchase. If you’re not sure which to use, please contact Nicole Landes (or Stacia De Leon for TCSC).
Q: Other questions?
Contact Nicole Landes (or Stacia De Leon for TCSC) if you have other questions not addressed on this webpage.
Resources
University of Texas Handbook of Business Procedures (COE and EDP may have college and department-level procedures in addition to UT procedures)