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| Type of Purchase | Expense | Method of Payment | Notes |
|---|---|---|---|
Equipment, Entry Fees, Membership Fees, Apparel, etc. | Purchase under $4,499 | Pro Card and/or Purchase Order (PO) | All goods must be delivered/shipped to a valid RecSports campus address. If a Sport Club wishes to ship goods to a member's residence or other location, prior approval must be granted! All equipment purchases made by an individual club become the property of Recreational Sports. Clubs do not have the authority to sell or dispose of University equipment/property. Any unsafe, outdated or unusable equipment must be turned in to the Sport Club Office. All equipment must be marked so as to identify it as University property. Marking should include UTSCA or UT and Club name followed by a name and year of purchase, (i.e., Soccer Balls: UT-Men’s Soccer #18-06). Any purchase up to $1,000.00 MUST receive prior approval of the Senior Assistant Director and/or Assistant Director. The proper forms must be completed and all receipts from prior purchases must be submitted to the Sport Club Office before funds can be used for an additional purchase. Do not order any item intended for purchase with club funds before receiving approval or you may be responsible for the invoice yourself! |
| Equipment, Entry Fees, Membership Fees, Apparel, etc. | Purchase of $4,500 - $14,999 | Purchase Order (PO) - No Bid | Any purchase above $1,000.00 and up to $4,500.00 MUST receive prior approval of the Director of Programs. That's right: anything over $1,000.00 cannot even be approved by the Assistant Director or Senior Assistant Director. Plan ahead! |
| Equipment | Purchase of $15,000+ | Purchase Order (PO) - Bid Required | The club will need to receive 3 bids of the same purchase from other vendors prior to getting approval. The vendors must already be in the UT System. This can take several weeks to a month to process. |
| Facility Rental | Recurring Practices with facility cost OR Hosting an event with facility costs OR Storage Units | Contract (Services Agreement) | No Sport Club member, coach, or other party acting on behalf of the Club may sign or enter into a contractual agreement without the consent of the Senior Assistant Director for Sport Clubs. Entering into an agreement or posing as an official representative of University of Texas at Austin in order to contract services or purchase is a serious offense and will be dealt with accordingly. Please allow at least two months for review of all documents to be approved. Signing an agreement/contract without approval will result in disciplinary action. Must meet with Sport Club staff before looking into a facility rental. Recurring practice facility rental agreements should be completed well before the start of practices. |
Banquet in Austin or Banquet outside Austin | Team Meals | Direct Bill
| To pay for these items, you must obtain an invoice from the vendor and attach it to your purchase request. Do not agree to any service before receiving approval. Once approved, you'll receive a HornsLink an Internal Services email notification - please let the vendor know that UT operates on Net 30 Vendor Payment Terms, meaning we have up to 30 days to pay an invoice once all proper paperwork is submitted. We will not write a check before or on the day of your event if they haven't received one yet, so please be sure you make arrangements with the vendor by communicating this payment process. Again, it is your responsibility to inform the vendor of this process before you make an order. For any pre-packaged food (hot dogs, cakes, typical grocery store items), you may submit a purchase request for a grocery store by listing the items. Once approved, you'll be able to check-out the ProCard and you can purchase those items onsite. Remember, do not include ANY sales tax on an order. If they need a sales tax exemption form, please contact your advisor. Clubs wishing to have off-campus (but in Austin) end of semester/year banquets or any team meetings with food should attempt to utilize an approved vendor that offers direct invoicing to UT-Austin and/or RecSports - simply ask them first. Prior approval must be granted by Sport Club Staff to utilize a vendor that will not direct bill invoice. If a club wishes to attend or host a banquet during a Sport Club trip, follow instruction for During Travel - Meals in the chart below. A travel request must be submitted for this event. |
Services | Any amount | Purchase Order (PO) and/or Contract (Services Agreement) | Follow instructions on the "Paying Service Providers" page. Rather than submit a purchase request through HornsLinkInternal Services, you will submit info through the UTSCA Forms section in HornsLink. |
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