You must notify the purchasing administrative associates in NMS 3.316E before items are purchased or received – staff cannot process PO’s when just given invoices.
You have three options for placing orders:
- UT Market -- The easiest way to place orders at UT, though it is restricted to a subset of vendors.
- White Sheet Order -- For non-UT market orders, please either email your white sheet (Purchase Request Form) to email@example.com, or turn it in to your lab's designated purchaser in NMS 3.316E. Please be advised, new vendors may not be in UT's system and therefore could take up to one (1) week before the order can be completed. If you are filing for a rush order, you must turn it in to your designated purchaser no later than noon (12:00 PM) to ensure it arrives the next day.
- Procard -- Recommended for purchases under $100. See Procurement Cards subheader below.
Purchases over $15,000+ require vendors under state contract to provide a quote. For vendors under non-state contracts, you must provide bids from other vendors or an Exclusive Acquisition Justification Form (formally Sole Source Document) and cost justification. For more information, see examples of sole source justification forms on the Purchasing Forms and Templates homepage.
Procurement Cards (Procards)
We recommend using a procurement card (procard) for purchases under $100; you may use your procard for higher purchases up to your card's limit. Procards can be used for purchasing materials and lab supplies with the exception of radioactive materials and gases. Procards cannot be used for entertainment, travel, or offices supply purchases. For information on purchasing items with a procard, please visit the procard homepage.
Procard Payment Procedure
Procard transaction receipts must be submitted within three days from the date of purchase. You may send this receipt electronically to Daniel Cloud (firstname.lastname@example.org) or submit the physical receipt to the MBS Office, NMS 3.316. Please include the appropriate account number as well as the good/services received date to the receipt or correspondence.
If you wish to have your procard limits changed, please contact Rita Mosley.
Flowers may be sent by a department or center to honor a deceased or to recognize and congratulate an achievement. Flowers must be purchased with an endowment, and cannot exceed $100 (including tax).
Please make alternate arrangements ahead of time if no one in your lab will be available to accept and sign for your Central Receiving package(s). Preferably, coordination should be done with another lab to ensure items that are temperature-sensitive aren’t left in the MBS Office for extended periods of time.
To contact Central Receiving, please call (512) 471-4581 or email Ashley Medina.
Computer Purchases Using Grant Funds
The following is an example of a statement that is required whenever a computer purchase is made using grant funds:
"In regards to the use of the computer Dr. [professor's name] is purchasing with his [name of grant] funds, the computer is intended solely for use in his research and work in the lab. All of the data Dr. [professor's name] generates in his research needs to be analyzed by and stored on a computer. Additionally, Dr. [professor's name] needs a laptop to enable him to present his work in meetings and at conferences. Dr. [professor's name] currently has to use a personal computer for his work and this purchase with [name of grant] funds will allow him to have a work computer dedicated solely to his research."
Procards - Goods/Services Received
According to Section 7.8 of UT Austin's Handbook of Business Procedures, Procurement Card Program, "In order to maintain internal controls, an employee other than the cardholder (but in the same department) is responsible for verifying the receipt ofthe goods or services purchased. Receipt of goods and services must be documented - some examples of acceptable documentation are noting the date on the associated receipt or retaining the packing slip."
Additionally, Section 7.4.4 of UT Austin's Handbook of Business Procedures states, "The individual (receiver) receiving the shipment must be different than the buyer. The receiver is responsible for signing and dating all invoices and/or packing slips. If the receiver verifies a shipment via email, a digital certificate must be attached to the email."