Finance Team wiki page: https://wikisutexas.utexasatlassian.edunet/wiki/display/dellmedfinance/
Finance has mapped out all Dell Medical School financial policies and procedures on its wiki site. Bookmark this page to refer to as needed. It includes helpful flowcharts for how to submit paperwork, email addresses for members of the finance team, OOEF templates and other forms.
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Entertainment/Official Occasions, Supplies and Travel: 30-5700-9151Maintenance, Supplies and Operations: 20-5600-3350
- Note about IDT: Contact the Finance Team to confirm which account number should be used, as it depends on the situation.
Co-sponsorship Payments
Development has allocated funds to sponsor and co-sponsor events each FY. The Associate Vice President for Development and the Executive Director of Communications & External Affairs decide which events development will sponsor. The Development Associate coordinates sponsorship payment and table assignments, if needed. Complete sponsorship form from the organization and submit to finance team in order for a check to be sent for sponsorship payment.
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Purchase Order & Misc. Invoices
A Purchase Order may be required in order to pay for larger items or recurring expenses. Work with finance team to determine best way to handle in advance of the purchase.
Ordering Supplies
UT Market should be used for all general office supplies through the Today’s Business Solutions tab. We are strongly discouraged from purchasing supplies at Staples or other stores as we receive a discount for buying through UT Market or directly from Office Max/Depot.
There is a laminated card for Office Max in the envelope where the procard is stored. Take this with you to get the discount for in store purchases.
Use account number 2056003350 for supplies
Use account number 3057009151 for coffee/water/creamer/sugar
Printed Supplies
Contact Jeff Blue at UT Document Solutions to order DMS letterhead, envelopes and for custom printing needs (i.e. event invitations). (512) 232-2432, M: (512) 468-2449; bluejm1@austin.utexas.edu
Procurement Card (Procard)
- Catherine has the Development Team’s procard locked in her desk drawer.
- Make sure people sign out the Procard and return it with itemized receipts for any purchases made.
- Procard may NOT be used for entertainment expenses, including but not limited to:
- Food or beverage items at the store, meal at a restaurant, airline travel, hotel expenses, rental cars.
- Once a month we receive an email from CBO listing our expenses. The Procard holder must then compile the receipts and email them as an attachment so that CBO can reconcile the statement.
- Contact the Procard Administrator/office if you have questions about Procard usage or if you need the credit limit to be raised in order to complete a large transaction.
- Procard billing address: 1616 Guadalupe, UTA Suite 3.302, Austin, TX 78701
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