Purchasing Procedures
Procedures for IT procurement have been adopted at the campus level since 2013. These procedures mirror practices already established at the Moody College, with some minor changes. The procedures are specified thus:
- Computing devices (laptops, desktops, iPads, tablets, etc.) or any IT related purchase that will result in tagged UT inventory must be processed using purchase orders.
- All units creating purchase orders for a computing device are required to have the college IT Help Desk approve purchases and inventory, install and secure the devices once the arrive. This includes, but is not limited to laptops, desktops, tablets, iPads, etc.
- All units creating purchase orders for a computing device shall specify the destination for delivery as the address of college IT Help Desk.
- All units creating purchase orders for a computing device will specify the name and EID of the intended recipient so that the Tech Team can accurately assign the item in inventory and ISORA reports.
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Requisition Procedures
Technology Services collaborates with faculty, staff, and administrators to discuss their technology plans. Let us know your vision for your program or course, and the Tech Team will help assist you figure out in determining the specifics. Our mission is to support all of the computing and technology needs for the College, therefore. As such, all computer-related purchases must be receive pre-approved by approval from the Tech Team if you wish them to be supported by the Tech Team. Items not approved may not be supported.The .
Please be aware that the College of Communication Technology Team does not cannot support equipment that the team did was not review reviewed and approve approved prior to its purchase. This is so we can be sure what is ordered meets the needs of the users. In ensures that the ordered items meet the users' requirements. During our review, we will check things like assess various factors such as network interfaces, cables, etc. and determine whether the products are compatible and compatibility with existing equipment or future plans. AlsoAdditionally, a pre-purchase review gives reviews allow the Tech Team a "heads up" on what equipment will be arriving in the near future. Finally, to anticipate the arrival of new equipment. Since members of the Tech Team serve on participate in various University-wide technology committees and therefore need to have a full picture , it is essential for us to maintain a comprehensive understanding of the College's technology purchasesacquisitions.
The Tech Team may steer you towards a product someone else in the College is already using. This streamlines also recommend products that are already in use within the College. Standardizing equipment helps streamline support by allowing the Tech Team to focus their knowledge on a smaller number of hardware items. It's also nice to have neighbors with whom you can compare stories and from whom you can borrow supplies in an emergencyteam to concentrate on a more manageable range of hardware. Moreover, this approach fosters collaboration among colleagues who may share experiences or lend supplies when needed.
To request a quote for IT equipment or software, please submit an IT Request via our Moody ticketing portal:
https://services.moody.utexas.edu
Here's what we need to know about your purchases:
- What unit/lab/faculty member/research group/etc. is the item for?
- What is the intended use of the equipment? Is it a teaching lab, a "personal" system, or a shared system?
- Where will the equipment be used?
- Is there a budget within which we must work?
- Is it being bought on a grant?
- Provide an account number. If accounting codes apply, supply those as well.
Grant Review
All technology equipment purchases made with grant funding must be approved through Moody Grants office. Purchasers should contact Tania Tost for approvals on all sponsored 26 accounts. This can be accomplished at the requisition stage in UT Market/PO process by FYA a copy to Tania. The Grants office may require justification wording on specific items, to be provided by the principle investigator(s).
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Owner/Custodian Information:
The requisition process begins with gathering essential information about the asset owner
The information we will require to process your purchase will include the following:
Name of faculty or staff member requesting the purchase.
Faculty/Staff EID
Faculty/Staff Email
Nam, EID, and the requestor's email (such as department admin or unit manager).
Name of CIP, if applicable
Funding Account
Equipment deployment location
Departmental tech purchases and deliveries should be made to CMA 3.104, Purchasing and Ship-to Center: U-877645. The address for which is:
The University of Texas at Austin
Moody Tech Receiving
2504 Whitis Ave, Stop A0900
CMA 3.104
Austin, TX 78712-1838
Please note that we will seek approval from the department administrator before forwarding a quote to the purchasing team responsible for your acquisition. To facilitate a smooth process, we kindly ask that the requestor discuss the IT purchase with the department administrator beforehand to ensure they are aware of the upcoming purchase request.
In situations where the helpdesk staff has recommended a hardware replacement, the assigned technician will reach out to the department for approval, copying the patron on the correspondence to keep all parties informed.
Grant Review
All technology equipment purchases made with grant funding must be approved through the Moody Grants office. Purchasers should contact the grants team for approvals on all sponsored grant-funded accounts. FYA, a copy to the grants team can accomplish this at the requisition stage in the UT Market/PO process. The Grants office may require the principal investigator(s) to provide justification on specific items.
Moody IT Receiving Spreadsheet
Check the status of IT purchases received at CMA 3.104 Purchasing Centers here: Moody
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The purchaser can use the above Excel online link to
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quickly check an item's receipt status
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with the Moody IT team and record the purchasing receipt ID.
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Entries are arranged by the UT
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Purchase Order number. The date received is not recorded until all items on a line are received.
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Tech specific links:
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