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 traveling. Purchase and travel requests must be submitted a minimum of 2 weeks in advance, and Service for Hire and Faculty Travel Grant requests must be submitted at least 4 weeks in advance.
Please submit requests ASAP. EDP is very rarely able to pay/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
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 request 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.
All UT faculty and staff must submit Travel Requests for any travel (personal or work) while on active appointment. Weekend-only domestic personal travel does not require a travel request.
Travel requests be submitted a minimum of 2 weeks prior to departure, and Faculty Travel Grant requests at least 1 month prior to departure.
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 itemized receipts to Julie (or Stacia for TCSC travel) for processing within 30 days of your return. Be sure to include receipts for anything direct-billed as well (e.g. flights)!
- Receipts must be itemized.
- Meal reimbursements: the department reimburses based on current per-diem meal rates, so it is not necessary to submit meal reciepts. Please note that a partial per-diem applies for partial-day travel (e.g. evening departures / morning returns).
- Lodging: hotel bills must show the UT traveler name, rate for single occupancy, and the dates applicable to the approved travel.
Note: we recommend setting 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)
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
Resources
University of Texas Handbook of Business Procedures (COE and EDP may have college and department-level procedures in addition to UT procedures)