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, hires, or travel requests. Purchase and travel requests must be submitted a minimum of 2 weeks in advance, and at least 4 weeks in advance for Service for Hire and Faculty Travel Grant requests.
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 travel, purchases and contracts must be handled.
Step 1: Determine funds to use
Determine what funds you will use. 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 request is it?
Specific instructions for different purchase types are below.
All UT faculty and staff must submit Travel Requests for any travel (personal or work) while on active appointment.
IMPORTANT: EDP requires travel requests be submitted a minimum of 2 weeks prior to departure, and Faculty Travel Grant requests submitted at least 1 month prior to departure. Weekend-only domestic personal travel does not require a travel request.
Travel Instructions
Step 1: Who will be paying for the trip?
If using a UT account, you will need the account #. Contact Julie Nguyen (or Stacia De Leon for TCSC travel).
Step 2: Submit the Travel Request Form
Fill out a Travel Request Form and "assign" it to Julie Nguyen (TCSC travel requests should go to Stacia De Leon).
Using a Faculty Travel Grant?
If so, you must complete a Faculty Travel Grant Application AND Travel Request Form. Both forms must be completed at the same time and "assigned" to Julie (TCSC forms should go to Stacia). Faculty Travel Grant requests must be submitted at least 1 month prior to travel due to a lengthy approvals process.
Step 3: Approval
EDP will obtain approvals and contact you with any questions.
When approved, you'll receive a notification email with your RTA and DOC ID #s.
Note: For Faculty Travel Grants, approval comes in the form of 2 emails - the 1st is general approval to travel (RTA), the 2nd is approval for use of Faculty Travel Grant funds.
Step 4: Book your travel!
Flights: If a UT account will be used to pay for the trip, we recommend booking via UT’s Concur system or by calling one of UT's Travel Agencies so the charges can be direct-billed to UT. You’ll just need your RTA and DOC ID #s from your confirmation email to book.
Note: flights booked yourself online through the airline are reimbursable (after your trip), but NOT flights booked through non-UT travel agencies.
Hotel: Lodging is reimbursement-only.
Rental Cars: If a UT account will be used to pay for the trip, you can either book your rental car and turn in receipts after your trip for reimbursement, or see how to direct-bill rental cars here.
Step 5: Submit your receipts
If UT is paying for any of your travel, you must submit your itemized receipts to Julie (or Stacia for TCSC travel) for processing upon your return. Be sure to include receipts for anything direct-billed as well (e.g. flights)!
- Itemized receipts must be submitted within 2 weeks of your return.
- It is not necessary to submit meal receipts as the Department will reimburse based on current per diem rates.
- Hotel bills must show the UT traveler name, rate for single occupancy and the dates applicable to the approved travel.
Note: we recommend you set up Direct Deposit for reimbursements. This is separate from payroll Direct Deposit.
Travel Resources
International Travel
Per the Chancellor's 2010 directive, any international travel reservations made through sources other than Concur or a contract UT agency (Anthony Travel / Corporate Travel Planners) must be entered by the faculty member into the ISOS database.
Submit a Travel Request
A Travel Request Form must be submitted in advance for each absence of a faculty member from regular duties (HOP 7.28).
Travel Management Services (TMS)
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 / travel?
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)