Brief Overview
The purchasing function at University of Texas System Administration is a collaborative effort between individual System departments, vendors/ service providers and the System Office of Accounting and Purchasing Services (APS).
The how to, when to, what and why aspects of purchasing can become very confusing! Therefore, it is our goal to provide you, the end user, with as many practical and user-friendly tools to help you obtain your procurement goals. The topics addressed on this page will provide you with links to information most often solicited by UT System Administration departments. Should your questions still remain unanswered, or the afore-mentioned aspects are still confusing, please do not hesitate to contact Kyle Hayes at 322-3745 or via email at Purchasing.
New Manager and Supervisor Orientation - PowerPoint Presentation
New Manager and Supervisor Orientation - PDF version
Procurement Methods at UT System Administration
A variety of Procurement methods are utilized at UT System Administration. The method is determined by the size and scope of the purchase. The links below provide detailed information and instructions specific to each method:
Procurement Card or "ProCard" ($0.01 to $4500.00)
Small Purchase Order ($0.01 to $5000.00)
Medium Purchase Order ($5000.01 to $24,999.99)
Large Purchase Order (over $25,000.00)
Contracts
Products & Services that do not require a Purchase Order
The following Products and Services do not require a Purchase Order unless specifically requested by the provider:
Regulated utilities (electricity, gas, water, etc.)
Subscriptions to publications
Cell phone and pager monthly charges
Internet service providers (ISPs) – setup fees and monthly charges
Professional memberships related to one's work
Exam fees
Seminar registration fees
Accreditation fees
Exhibit booth fees
Postage
Catering
Freight only - not associated with a Purchase Order
Tuition
Classified advertising
Direct Insurance policy premiums
Professional or Consulting Services Contract Payments*
*Contracts substitute for Purchase Orders most often in cases where services are needed over an extended period of time. Invoices are generally sent directly to the contracting department for approval and then forwarded to Accounting & Purchasing Services for payment processing.
Most often, the only documentation you will need for payment processing of these types of products & services is a properly approved invoice or registration form (whichever is applicable) submitted to APS with an appropriate account number to charge. Certain products and services can also be paid directly with your department’s ProCard. For specific documentation needs, please contact Becky Franklin, Assistant Director, APS, via email or call 499-4579.
Procurement from Persons with Disabilities
The Texas Legislature requires that we support the state's efforts to gainfully employ persons with disabilities. We must give first consideration to goods and services provided by persons with disabilities. Products and services offered by the Texas Industries for the Blind and Handicapped (TIBH) are listed on the TIBH Online Catalogs: Products & Services. TIBH also has a Central Store in Austin were they sell products and basic office supplies to agency employees.
Resource: State Use Program Action Plan
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