Purchase requests are initiated when staff or faculty are requesting the use of University funds to purchase or be reimbursed for business or research related items. Original, itemized, paid receipts are required for reimbursement of purchase. There are two types of requests: - The requester has an established account (grant, professorship, research) and has signature authority over that account.
- The requester is seeking other funds and an approval for the purchase or reimbursement of purchase from Area/Department.
Access the online Purchase Request Form Tax ID: 74-6000203 |
PROCESS
This is what the Online Purchase Request Module looks:
- From the REQUESTS HOME page, select "Purchase Request" by clicking the corresponding create button inside the CREATE A NEW REQUEST box.
- Your newly created request will generate an REQ number, creator/created information, status display, etc.
- Note that this REQ number will appear on your UT Direct homepage and you can use this number to monitor your request. Any inquiries to or from Finance regarding your requests should reference this REQ number.
- The next step is to complete the form:
- Description
- Include your name and the type of expense: ex. Patricia Semenov – research books
- Request Notes
- Replaces “Brief Justification of Need” from paper form. Indicate if funding request or reimbursement. How is the purchase to be made and any relevant information. Is it for a class, related to a project, etc.
- NOTE: UT recommends utilizing university procurement options first. Please contact the Finance Office prior to making purchases with own funds as there are reimbursement restrictions.
- Requester UT EID
- Will automatically populate with requestor’s EID
Using the “Add Attachment box”, please attach any quotes, invoices or correspondences from the vendor.
- Autofill Requester Info
- Click the Autofill button and all your contact information will load.
Item Information 
- Describe what the item(s) will be used for.
- Research, supply, props, project related, etc.
2. Item(s)
Required fields:
- Part Number – ISBN or product number. (Item or Product# paper form)
- Description – Basic description (Product Description paper form)
- Quantity – Indicate how many (same)
- Unit Cost (Cost per Item paper form)
Account Information
- Enter account number, account description (title), and amount.
- If funding request leave blank if next person/assignee will enter.
Vendor Information
Select: YES
1. Enter preferred vendor information or state “Reimbursement” if applicable in NAME.
Select – CONTINUE to assign document for approval
Purchase Request: Assign
Choose Assignee
Assign To: select UT EID
- If you do not know the EID select the question mark icon for assistance.
Who do I assign it to?
- Assign to Area Head
- Area Head assign to Finance Group (00259)
Assignment Note
- Provide information to Assignee regarding request. Are these established funds? Are you requesting funding and why? This is where you communicate to your Assignee.
To add an EID to your dropdown options select ADD TO PROFILE
To make an EID your default select MAKE DEFAULT
Click – ASSIGN
Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.
When the REQ reaches the Finance Office and is Finalized the requestor will be notified.
HISTORY TAB
Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ.
Upon creation the REQ establishes a date/time stamp each time a person routes the document.
Each person who reviews/approves the document can add notes that will appear in the HISTORY.
The requester can track the REQ through the approval process and follow up if the REQ has not moved forward.