Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise.
Purchase order process
You are responsible for asking the UGS Business Office for every purchase that requires a purchase order. Reorders require separate purchase orders. All purchase orders must be final approved *before* your order is placed with the vendor.
Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise.
Purchase order process
You are responsible for asking the UGS Business Office for every purchase that requires a purchase order. Reorders require separate purchase orders. All purchase orders must be final approved before your order is placed with the vendor.
Dollar Range |
Solicitation Process |
Who is responsible? |
|---|---|---|
$5,000.00 or less |
Select best value by comparing different vendors' prices |
Staff member |
$5,000.01-$25,000.00 |
Requires a minimum of three telephone quotes to be taken from at least one |
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 aProCard Charge Form to the UGS Business 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.
Ordering Office Supplies
UT Austin's contract with Office Max stipulates that the university must buy office supplies exclusively from Office Max. Office supplies should be ordered no more often than once a month. Your supervisor can request ordering permission for anyone in his or her area from the Assistant Dean for Business Affairs.
Ordering food
It is significantly quicker to pay caterers who already have a direct billing account set up with UGS. Please contact the administrative staff in your area for a list of those caterers.
Tipping & Gratuities
According to university policy, tips should not exceed 20 percent. Tipping and gratuities will be reviewed as part of the estimate on official occasion expense forms (see above), which should be completed and approved in advance of the purchase.
