NEED EDITS How to Make a Purchase

Before Purchase

Please review the "Types of Purchases" page before going forward with a purchase.

If you see something that isn't listed on that page - just ask. It's easier to ask a question than to make an assumption.

To officially get started, submit a complete HornsLink Purchase Request. If you do not know how to complete a Purchase Request, please see the Set-by-Step Guide below. Please allow up to 4-5 business days to process; most are approved within 48 hours but requests over $4,500 or for services take additional processing. Submitting a purchase request at the last minute does not make it an emergency on our part to approve it. Plan ahead! Approval, or denial, notifications will be sent to you via HornsLink. Be sure you to check your HornsLink account notifications to turn on all form and finance messages; also check junk email settings and make HornsLink a safe sender. If approved, you should follow the directions provided in the HornsLink purchase request comments. Depending on the payment method, you may use Bookings to schedule a time to make your purchase. 

Step-by-step guide

To make a HornsLink Purchase Request:

1. From your 'Organization's' page, click the finance page from the 3 lined icon in the top left corner.
   
   
   
2. The Finance page displays three important areas for your club:
   
   1. Purchase Requests
   2. Funding Requests
   3. Accounts
      
      
      1. The 'Purchase Requests' tab will show recent requests with the status of each (Approved, Denied, etc.)
      2. The magnifier icon allows you to view a specific request containing all details
   4.  The 'Accounts' tab allows you to view balances in each of your three club money accounts. This will help determine if your club has the necessary funds to complete a purchase request.
      
3. Once you are ready to make a purchase request, click the large 'Create NewRequest' button. 
   
4. Then select Create Purchase Request.
   
5. Enter the Request Details.
   
   
   1. Subject: Item(s) being purchased
      1. Make it very broad (Ex: Team Gear, Helmets, etc.)
   2. Requested Amount: be sure to include shipping costs and make sure NO tax is being charged
   3. Description: more specific (name of each line item, quantity of each item, etc.)
      1. Ex: 6 Nike Socks, 18 Nike DriFit Navy Shirts, etc.
   4. Account: choose which club account the purchase should be charged from
      1. EX: Allocation, Student Org., Donations
      2. Please note that the Sport Club Staff has final approval for account selection
   5. Categories:  type of expense
      1. Ignore income categories
      
      
      
6. Payee Information - The person/company you are paying
   1. Vendor Name & Address
      
      
      1. If the purchase is from an organization, list company name in 'First Name' field
         
7. Additional Info:
   1. Add what payment method you would like:
      
   2. If your vendor provided an itemized invoice, please upload that for Sport Club Staff to review.
8. After the Purchase Request is submitted, please wait 4-5 business days for approval.
   1. Approval, or denial, notifications will be sent to you via HornsLink. Be sure you to check your junk email settings and make HornsLink a safe sender. 
9. If approved, you should use Bookings to schedule a time to make your purchase via the ProCard. Purchases may take place in the Sport Club office or virtually via ZOOM.
10. After the purchase is complete, you have 48 hours to submit the receipt to the Sport Club office. 

After Purchase

University Property

All equipment purchases made by an individual club, from University accounts, become the property of the Recreational Sports/University of Texas. 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 SC 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 #1-14).

Receipts

• Receipts should be turned in within 72 hours of the transaction(s). Beginning in 23-24 receipts can be directly uploaded to the Purchase Request in Internal Services. If there are issues Please upload the receipt(s) to our SPORT CLUB RECEIPT UPLOAD web link. Ensure that ALL of the following information is either written on the receipt or in the name of the file.

  • Club Name

  • Vendor

  • Travel/Trip ID & date(s) (if applicable)

• If there are issues with attaching the receipt to a Purchase Request, receipts can be placed in our SPORT CLUB RECEIPT UPLOAD Box link or emailed to  utrs.sportclubs@austin.utexas.edu.
• Failure to do so will prompt the Sport Club Staff to freeze your account and your club will not be able to use the same payment method until a receipt is turned in. All receipts must be itemized and must show zero balance or paid status
• If you’re not sure if it’s itemized ask yourself, “Can I tell what we bought just by looking at the receipt?” If the answer is no, you’ll need to get a different receipt or attach an invoice.

Missing Receipt Protocol

• If your club cannot produce a receipt within 72 hours of purchase, you will be contacted by Sport Club Staff and will be required to attend an in-person Locating Receipts meeting.

• The Locating Receipts meeting will be your opportunity to contact the vendor or take other necessary steps to obtain the missing receipt.

• Purchasing Restrictions may be placed on the club until a receipt is produced and/or you're cleared by the Sport Club professional staff.

• Repeated issues with receipts may result in a disciplinary infraction.

Other Procedures