Purchasing
Purchase Requests
- To request a purchase on university funds (including grants and research/start-up accounts), submit a Purchase Request.
- Purchases over $15,000 require that we secure at least three (3) bids (two from HUB vendors) before the bid can be awarded.
- Purchases over $50,000 must go through a formal bidding process that is handled by the University Purchasing Office.
- An Exclusive Acquisition Justification form may be used in lieu of bids in some instances.
Supply Purchases
- Office supplies must be ordered through the department to ensure compliance with the university's exclusive contract with Today's Business Solutions.
- To request office supplies, submit a Purchase Request. Search for supplies on the Office Depot/Office Max website and provide the item number or a link to the item on your purchase request.
- NOTE: Employees cannot be reimbursed for the purchase of office supplies. If supplies are needed immediately, you may be able to use the ProCard to purchase them in person at Office Depot.
Computer Purchases
- Computers must be purchased through the department. They cannot be purchased on a ProCard or purchased by an employee for reimbursement.
- To request a computer purchase, submit a Purchase Request.
- NOTE: LAITS does not support all computer models. Please work with LAITS staff to determine the appropriate model for your needs and request a quote.
ProCard Purchases
- Some items can be purchased using a UT Procurement Card (ProCard). When the purchase request is submitted, our accounting unit will determine whether a purchase can be made using ProCard.
- Individuals who maintain cards should attend annual training to ensure they are following all purchasing rules related to ProCard usage.
- View ProCard policies and the list of disallowed purchases.
- The ProCard user is responsible for ensuring that sales tax is not charged on proCard purchases. If sales tax is charged, the purchaser must work with the vendor to get the tax refunded.
- A ProCard Charge Form with an itemized receipt must be submitted within three (3) days of the ProCard purchase.
- View additional requirements for ProCard purchases of food and entertainment expenses
Reimbursement Requests
To request a reimbursement for an approved business purchase or expense, submit a Payment Request.
NOTE: Many purchases, including computers, software, electronics, and office supplies, cannot be reimbursed. The department must purchase these items on your behalf. To ensure that a purchase is eligible for reimbursement, please contact Jennifer Mailloux (jmailloux@austin.utexas.edu) before making the purchase.
The purchaser is responsible for ensuring that sales tax is not charged. In most instances, sales tax is not reimbursable. To request a sales tax exemption, present a completed Tax Exempt Form (Texas Sales and Use Tax Certification form) to the vendor.
Inventory Requirements
Inventory equipment must be present for scanning every year and must be returned to the department upon graduation or separation from the university.
NOTE: Equipment over $500 must receive an inventory tag. All equipment over $500 will be delivered to LAITS for setup and inventory tagging before being delivered to the department. Inventoried equipment is property of the university, even if purchased with grant funds.