Using one of the following items may require additional authorization, budget consideration, or special handling by Business Services.

Working with a vendor outside of UT-Austin?

Prior to booking vendor service or contract

• Vendor must be in UT's payment system to pay them. Follow instructions to Search for Vendor in UT Payment System. If vendor not found, send a Payee Information Form (PIF)to vendor.  Once vendor is approved, the staff member working with the vendor will receive a notification from EM-Approvals.
• UT is tax exempt from sales tax for all Texas vendors. Download and complete the Texas Sales and Use Tax Exemption Certification and give form to vendor when booking services.  Confirm invoice does not include sales tax before submitting to EM-Approvals for payment.
• Vendor may require UT's W-9 & Credit Letter to set up payment arrangements.  Staff working with vendors can request W-9 & Credit Letters online.
• All Contracts and other legal agreements requiring signatures must be sent to EM-Approvals no less than two months prior to event.  If contract is urgent, contact EM-Approvals for further instructions.  Enrollment Management employees do not have authorization to sign any contract or accept terms and conditions.  Only an individual with a written delegation of authority from the President of the University may execute and deliver contracts on behalf of the university.

Submitting Invoices for Payment

• Submitting Documents for Payment Processing

How to Pay Texas Union and University Unions with OOEF

Texas Union Catering*

Special Instructions to Event Coordinators

• Prior to event:
  
  • Login to CaterTrax https://texasunioncatering.catertrax.com/ to place food orders.
• On or before day of event:
  • Login to Catertrax to download invoice
  • Verify accuracy of invoice and ensure event coordinator contact information is correct
  • Locate fully signed OOEF with account number assigned and attach to invoice

  • Submit invoice with OOEF to Texas Union Catering (Aramark) via email for payment processing

  • Write to Texas Union Catering (Aramark) if there are questions about an invoice

University Unions**

• Paid via Interdepartmental Transfer (IDT)
• Verity account number assigned to OOEF is same on file with Texas Union Hospitality
  • NOTE: If account number has changed since reservation was made, contact Texas Union Hospitality to provide new account number