Finance

Purchase Request and Reimbursement

Link to paper Resource Allocation and Purchase Requisition

Access the online Purchase Request Form 

When to create a Purchase Request:

Purchase requests are initiated when staff or faculty are requesting the use of University funds to purchase or be reimbursed for business or research related items.  

There are two types of requests:

1. The requester has an established account (grant, professorship, research) and has signature authority over that account.
2. The requester is seeking other funds and an approval for the purchase from Area/Division/Department.

Creating the REQ:

1. Click on Purchase Request

• At the top of the request is the REQ number, creator/created information, and status.
• The REQ number will appear on your home page. 
• All related correspondence will reference the REQ.

Filling out the form:

Request Information

Description

• Include your name and the type of expense: ex. Patricia Semenov – research books

Request Notes

• Replaces “Brief Justification of Need” from paper form.  Indicate if funding request or reimbursement.  How is the purchase to be made and any relevant information. Is it for a class, related to a project, etc.

*NOTE*

UT recommends utilizing university procurement options first.  Please contact the Finance Office prior to making purchases with own funds as there are reimbursement restrictions.

Requester Information

Requester UT EID

• Will automatically populate with requestor’s EID

Autofill Requester Info

• Click the Autofill button and all your contact information will load.

Item Information 

1. Describe what the item(s) will be used for.

• • Research, supply, props, project related, etc. 

     2. Item(s)

Required fields:

• • Part Number – ISBN or product number. (Item or Product# paper form)
  • Description – Basic description (Product Description paper form)
  • Quantity – Indicate how many (same)
  • Unit Cost (Cost per Item paper form)

Account Information 

1. Enter account number, account description (title), and amount. 
2. If funding request leave blank if next person/assignee will enter.

Vendor Information 

Select: YES

1.     Enter preferred vendor information or state “Reimbursement” if applicable in NAME.

Select – CONTINUE to assign document for approval

Purchase Request: Assign

Choose Assignee 

Assign To:  select UT EID

• • If you do not know the EID select the question mark icon for assistance.

Who do I assign it to?

• • Assign to Division Head
  • Division Head assign to Patricia Semenov (ps3496) 

Assignment Note

• • Provide information to Assignee regarding request.  Are these established funds?  Are you requesting funding and why?  This is where you communicate to your Assignee.

Click – ASSIGN

Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.

When the REQ reaches the Finance Office and is Finalized the requestor will be notified.

HISTORY TAB

Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ. 

Upon creation the REQ establishes a date/time stamp each time a person routes the document.

Each person who reviews/approves the document can add notes that will appear in the HISTORY.

The requester can track the REQ through the approval process and follow up if the REQ has not moved forward.