Purchasing Services at UT System Administration
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 .
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 $999.99)
• 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.
