-Office Supplies: Office supplies are purchased monthly by the Admin. Associate on UT Market: https://utdirect.utexas.edu/apps/frms/utmarket/ecommerce/ . Click into UT market > ”Today’s Office Depot Partner”. Once all items are added to cart, click “check out”, screenshot this page , and assign cart to UGS Market. and save to desktop. Continue checking out and create Requisition: add in "dept. requisition #" (this is just for your internal use, so it can be "marchsupplies" for example). On the next page, make sure to add our building/room in the internal campus delivery section (FAC 338), so that the packages come directly to us. Add in out FYE office supplies account number with no dashes, and set the "funds distribution" at 100% for that account. Verify the document and approve it. It will then say that the form is on UGS Business Office's desk and you are done.
Create a UGS processing form on DocuSign and attach your cart screenshot to the formsform. Have it signed by the FYE director. We also take turns purchasing suite-wide supplies with BDP as needed (paper towels, printer paper, soap, etc. Speak with BDP admins to decide what is needed).
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- OOEF (Official Occasion Expense Form) - must be filled out, signed by FYE director and sent to the business office prior to an event for events that will involve food/drinks. The form will be signed by Business Office. Once you receive receipt from event, attach receipts and processing form together to the OOEF you've created and send to business office.
- UGS Processing Form - to attach to any receipts you send to business office, like a cover sheet. Also used when you purchase something with the procard)
- Vendor List - UGS approved food vendors we have accounts with who can invoice us: Vendors
- Tax Exempt Form - Please ask Business Office for this.
- FYE Account Numbers - Please ask FYE director for this.
- More information on purchasing can be found here: Purchase Orders .
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-Procard - The Procard is the office credit card kept by the FYE admin. Associate. Anyone in FYE may sign this card out to purchase things needed for their programs. The procard may not be used at restaurants or for personal purchases. Please save all receipts and bring them to the FYE Admin. Associate so they may attach the proper paperwork and send to the business office. When borrowing the procard, bring the office Tax exempt form with you, as all purchases should be tax exempt for the university (The Admin. Associate will have this, or ask Business Office). Please visit the purchasing section of the UGS business office wiki for more information regarding procurement: https://wikisutexas.utexasatlassian.edunet/wiki/display/ugshelp/Purchasing+Guidelines .
-Travel: For anyone needing travel in FYE, the FYE admin. Is responsible for first, creating and filling out a travel authorization request (see: https://wikisutexas.utexasatlassian.edunet/wiki/display/ugshelp/Travel+Guidelines+-+Before%2C+During%2C+and+After on UGS business office wiki for more info). Once that has been assigned to and approved by the UGS business office, we use the RTA number to book flights with our partnered travel agency: Corporate Travel Planners.
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