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Types of Purchases

Types of Purchases

Purchasing Overview

All expenses from University accounts must be approved via Purchase Requests. Once a purchase request is submitted, Sport Club staff will typically respond within 72 hours with further instructions. All purchases are are completed by submitting an itemized receipt within 72 hours of the transaction. 

Common Terms

  • Goods: these are typically physical items (equipment, apparel, etc.) or registrations for competitions.

  • Services: when a person or a business is providing a service to your organization (officials, choreographers, judges, photographers, etc.)

  • Quote: A quote is an estimated offer provided before work begins to outline projected costs.

  • Invoice: An invoice is a formal bill issued after the work is completed or products are delivered to request payment

  • Purchase Request: A Purchase Request is required to be submitted for any purchase prior to making the purchase. To learn how to submit a purchase request, please review this how-to.

  • Purchase Appointments: Most purchases can be done over the phone, online, or via Teams in the Sport Club Office inside Gregory Gym. These purchases are scheduled in 25-minute increments and are usually conducted by Sport Club student staff. 

    • In-Office/Virtual Purchase Appointments: This should be used for Pro Card Appointments.

    • In-Office/Virtual Travel Purchase Appointments: This should be used for all travel purchases (hotels, rental cards, etc.).

    • Off-Site Purchase Appointments: Some purchases are point-of-sale and require the use of the Pro Card off campus. Off-site purchase appointments are scheduled in 2.5-hour increments. The Pro Card, with receipts, must be returned to the Gregory Gym Programs Office during business hours.

Overall Purchasing Rules

  • Sport Club Staff has final authority on all purchasing decisions.

  • All equipment purchases made by an individual club become the property of Recreational Sports. 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 Any unsafe, outdated or unusable equipment must be turned in to the Sport Club Office.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 #18-06).

  • All goods must be delivered/shipped to a valid RecSports campus address. If a Sport Club wishes to ship goods to a member's residence or other location, prior approval must be granted!

  • Any purchase between $7,500 and $14,999 MUST receive prior approval of the Director of Programs. 

  • No Sport Club member, coach, or other party acting on behalf of the Club may sign or enter into a contractual agreement without the consent of the Senior Assistant Director for Sport Clubs. Entering into an agreement or posing as an official representative of University of Texas at Austin in order to contract services or purchase is a serious offense and will be dealt with accordingly. Sport Club Staff do not have authority to sign an agreement on behalf of the University. If there are any contracts, terms, conditions, or other types of agreements included in a purchase, consult with your advisor prior to asking for approval of the purchase. Please allow at least two months for review of all documents to be approved. Signing an agreement/contract without approval will result in disciplinary action.

  • Sport Club Staff may approve a club to pay for 1 off-campus banquet/social per year if they are in good standing. Events requiring a contract may be denied.

  • Vendors should never save/store any University card number.

  • All purchases must be exempt from Texas sales tax (UT Vendor Tax ID: 74-6000203).

  • Clubs are only permitted four members per room in hotels unless the club has written approval from the hotel for additional members.

  • Sport Clubs may not make purchases with the intent of University reimbursement without the prior approval of Sport Club Staff. The reimbursement process is long and avoidable. Only in an emergency will reimbursements be considered, and the emergency should be communicated to Sport Club Staff prior to the purchase.

  • The club is responsible for obtaining and submitting an itemized receipt for each purchase in a timely manner.

Methods of Payment

  • State of Texas Procurement Card (Pro Card): A credit card in the name of a RecSports Sport Club Professional Staff that may be used for purchase of goods (items) under $7,500.00. There are some goods that cannot be purchased on a Pro Card. The Pro Card cannot be used for travel expenses, services, or paying an individual.

  • Purchase Order (PO): A Purchase Order is formal, legally binding document sent by a buyer to a seller committing to buy specific products or services at an agreed-upon price. The University's standard terms and conditions are used to procure goods and services from a vendor. A PO can be used on almost any transaction. It must be used for transactions over $7,499.99. A PO must be approved by the university before we can move forward with confirming the order from the vendor.

  • Travel Card: Travel Cards are credit cards in the name of each club that may be used for travel and some occasional event expenses. Cards are stored in the RecSports office and can be checked out for trips.

  • Contracts/Service Agreements: Contracts and Service Agreements are used for procurement of services with terms and conditions that are outside of the UT standard terms in a PO.

  • Inter-Departmental Transfer (IDT): An IDT is a way for UT Austin to transfer funds from one department to another. Examples of common uses for an IDT are Parking and Transportation, Housing & Dining (Catering), Unions (Facility Rental Fees), and Intramural Sports (Team Registrations).

  • Petty Cash Check: A check written by the Sport Clubs office that can only be used for entry fees/league dues. This option is reserved for when a vendor is unable to take a payment via card or PO.

  • Direct Bill: A method of payment that requires an existing relationship between the vendor and University that allows for payment after the fact. Almost exclusively used for Enterprise rentals and Anthony Travel.

Missing Receipts

If a receipt is not provided within 72 hours of the transaction, the club will be required to schedule a Locating Receipts appointment via Bookings. This meeting will be in-person and the time will be used for the Authorized Representative to contact the vendor(s) and take the necessary steps to obtain a receipt for the purchase. Repeated issues with receipts may result in an infraction. Sport Club staff may prevent the club from making additional purchases until the missing receipt has been submitted.

Non-Travel Purchases

Type of Purchase

Method of Payment

Notes

How to Complete the Purchase

Type of Purchase

Method of Payment

Notes

How to Complete the Purchase

Low Risk Goods: Equipment, Entry Fees, Membership Fees, Apparel, etc.

under $7,500

Preferred: Pro Card

Alternative Option if needed: Purchase Order (PO)

Amazon: If you are purchasing something from Amazon, you will use the Sport Club Amazon Business Account to complete the purchase.

 

To make a purchase with a pro card, follow the steps below:

  1. Submit a purchase request with a quote of the items you would like to purchase and from what vendor.

    1. Depending on the items, the quote may be from a sale representative from the company or a screenshot of a shopping cart.

    2. If the item is trademarked, the Trademark Request needs to have been submitted and approved by UT Trademarks before the purchase request can be approved.

  2. If over $500, Sport Club staff will confirm if the vendor is in good standing with the state.

  3. Once approved, you will need to book a Purchase Appointment to make the purchase with Sport Club Staff.

    1. Prepare the items in the cart if possible right before the appointment to expedite the process.

  4. Once the purchase is complete, submit the receipt to the Sport Club Office.

  5. If it is a physical item, we will notify your club’s Teams channel once it arrives. You will need to book a “Mail Pick-Up Appointment” to collect the order.

Low Risk Goods: Equipment, Entry Fees, Membership Fees, Apparel, etc.

$7,500 to $14,999

Purchase Order (PO) - No Bid Required

Purchase Orders can take several weeks to process. Clubs should allow Sport Club staff the appropriate amount of time to process the required paperwork.

 

To use a purchase order, follow the steps below:

  1. Submit a purchase request with a quote of the items you would like to purchase and from what vendor. This needs to be an official quote from the vendor.

  2. Sport Club Staff will confirm if the vendor is currently on file as a vendor with UT.

    1. If currently on file, we will check to ensure the vendor is in good standing with the State of Texas.

    2. If not currently on file, we will use the information in the vendor section to reach out about completing a “Payee Information Form”.

      1. If a new vendor, please allow an additional week to add the vendor into the system.

  3. Once the vendor is approved, Sport Club Staff will use the quote to create a purchase order. This can take about a week to complete.

  4. Once the purchase order is approved by main UT Accounting, the Sport Club staff will email the approved purchase order to the club email and approve the purchase request.

  5. The club is not permitted to confirm the order with the vendor until they receive the approved PO.

  6. The vendor will create and send the items prior to payment.

    1. If it is a physical item, we will notify your club’s Teams channel once it arrives. You will need to book a “Package Pick-Up Appointment” to collect the packages.

    2. The club will need to confirm the items are accurate prior to paying the vendor.

  7. Once the items are received and confirmed, the club will email the Sport Club Office the invoice from the vendor.

    1. AS A REMINDER, a quote and invoice are different. Please review the Common Terms at the top of the page if you have questions.

  8. Once the invoice is received from the club, the Sport Club Staff will request payment for the items.

Low Risk Goods: Equipment, Entry Fees, Membership Fees, Apparel, etc.

$15,000 to $49,999

Purchase Order (PO) - Formal Bids Required

The club may need to receive 3 bids of the same purchase from other vendors prior to getting approval. The vendors must already be in the UT System. FYI: This can take several weeks to a month to process.

To use a purchase order, follow the steps below. The only difference from the process above is bolded:

  1. Submit a purchase request with a quote of the items you would like to purchase and from what vendor. This needs to be an official quote from the vendor.

    1. If it is common goods (apparel, majority of equipment, etc.), the club will need to get bids from other vendors and provide a reason to their selection.

    2. If it is a unique item that is unable to be compared, you will need to submit justification of this to the Sport Club Staff and they will request an exemption from UT Accounting.

  2. Sport Club Staff will confirm if the vendor is currently on file as a vendor with UT.

    1. If currently on file, we will check to ensure the vendor is in good standing with the State of Texas.

    2. If not currently on file, we will use the information in the vendor section to reach out about completing a “Payee Information Form”.

      1. If a new vendor, please allow an additional week to add the vendor into the system.

  3. Once the vendor is approved, Sport Club Staff will use the quote to create a purchase order. This can take about a week to complete.

  4. Once the purchase order is approved by main UT Accounting, the Sport Club staff will email the approved purchase order to the club email and approve the purchase request.

  5. The club is not permitted to confirm the order with the vendor until they receive the approved PO.

  6. The vendor will create and send the items prior to payment.

    1. If it is a physical item, we will notify your club’s Teams channel once it arrives. You will need to book a “Package Pick-Up Appointment” to collect the packages.

    2. The club will need to confirm the items are accurate prior to paying the vendor.

  7. Once the items are received and confirmed, the club will email the Sport Club Office the invoice from the vendor.

    1. AS A REMINDER, a quote and invoice are different. Please review the Common Terms at the top of the page if you have questions.

  8. Once the invoice is received from the club, the Sport Club Staff will request payment for the items.

Basic Services without Terms & Conditions

under $15,000

Purchase Order (PO)

 

Start this process as early as possible. Since it can take several weeks to process, ensure the initial request is submitted at least 3 weeks in advance.

Examples of Basic Services:

  • Officials/Referees/Judges

  • Photographers

  • Tournament Directors

To use a purchase order for basic services, follow the steps below:

  1. Submit a purchase request with a quote of the services you would like to purchase and from what vendor.

  2. Sport Club Staff will confirm if the vendor is currently on file as a vendor with UT.

    1. If currently on file, we will check to ensure the vendor is in good standing with the State of Texas.

    2. If not currently on file, we will use the information in the vendor section to reach out about completing a “Payee Information Form”.

      1. If a new vendor, please allow an additional week to add the vendor into the system.

  3. Sport Club Staff will use the quote to create a purchase order. Once the purchase order is approved by main UT Accounting, the Sport Club staff will email the approved purchase order to the club email and approve the purchase request.

    1. The club is not permitted to confirm the order with the vendor until they receive the approved PO.

  4. Once the services are provided, the club will email the Sport Club Office the invoice from the vendor.

    1. The club can send the Invoice Submission Form to the vendor so that the vendor can submit an invoice for payment. Alternatively, if the vendor has a system to create their own invoices, their invoice can be sent to Sport Club staff for processing.

  5. Once the invoice is received from the club, the Sport Club Staff will request payment for the items to be paid within 30 days.

Basic Services without Terms & Conditions

$15,000 or more

Preferred: Purchase Order (PO)

Alternative Option if needed: Contract (Services Agreement)

Start this process as early as possible. Since it can take several weeks to process, ensure the initial request is submitted at least 3 weeks in advance.

  1. Submit a purchase request with a quote of the services you would like to purchase and from what vendor.

  2. Sport Club Staff will confirm if the vendor is currently on file as a vendor with UT.

    1. If currently on file, we will check to ensure the vendor is in good standing with the State of Texas.

    2. If not currently on file, we will use the information in the vendor section to reach out about completing a “Payee Information Form”.

      1. If a new vendor, please allow an additional week to add the vendor into the system.

  3. Once the vendor is approved, Sport Club Staff will assist with deciding if a purchase order or a contract will be used.

    1. If a PO:

      1. Sport Club Staff will use the quote to create a purchase order. Once the purchase order is approved by main UT Accounting, the Sport Club staff will email the approved purchase order to the club email and approve the purchase request.

      2. The club is not permitted to confirm the order with the vendor until they receive the approved PO.

    2. If a contract:

      1. The Sport Club Office will work with the vendor directly to complete the contract.

      2. The club is not permitted to confirm the order with the vendor until they receive the approved contract.

  4. Once the services are provided, the club will email the Sport Club Office the invoice from the vendor.

    1. The club can send the Invoice Submission Form to the vendor so that the vendor can submit an invoice for payment. Alternatively, if the vendor has a system to create their own invoices, their invoice can be sent to Sport Club staff for processing.

  5. Once the invoice is received from the club, the Sport Club Staff will request payment for the items to be paid within 30 days.

Any Service with Terms & Conditions

Contract (Services Agreement)

 

Must meet with Sport Club staff before looking into a facility rental. Recurring practice facility rental agreements should be completed well before the start of practices (typically completed in the summer).

Examples of Services that need contracts:

  • Coach & Instructors

  • Facility Rentals

  • Technology & Software

  • Vendors at Tournaments

To generate a service agreement, follow the steps below.

  1. Submit a purchase request with a quote of the services you would like to purchase and from what vendor.

    1. If the vendor has an agreement already generated, please email that to Sport Club Staff.

    2. If the vendor does not, Sport Club Staff will assist with generating one.

  2. Sport Club Staff will confirm if the vendor is currently on file as a vendor with UT.

    1. If currently on file, we will check to ensure the vendor is in good standing with the State of Texas.

    2. If not currently on file, we will use the information in the vendor section to reach out about completing a “Payee Information Form”.

      1. If a new vendor, please allow an additional week to add the vendor into the system.

  3. Once the vendor is approved, Sport Club Staff will contact the vendor to begin the contract process.

    1. Sport Club Staff will need to confirm the correct signer from the vendor, and review the contract/addendum with the vendor.

    2. The club is not permitted to start services with the vendor until they receive the executed contract (signed by UT Business Contracts and the vendor).

  4. Once the services are provided, the club will email the Sport Club Office the invoice from the vendor.

    1. Sport Club Coaches can use the Invoice Submission Form to submit an invoice for payment.

    2. Non-coach vendors should submit their own unique invoice to Sport Club staff for processing.

    3. The club has 72 hours after the invoice is received to notify the Sport Club staff of any incorrect charges.

  5. Once the invoice is received from the club, the Sport Club Staff will request payment for the items to be paid within 30 days.

Food for Home Events

Travel Card

 

To purchase food for a home event, follow the steps below:

  1. Complete EHS Food Distribution form if temperature controlled foods will be served to people outside of your club.

  2. Submit a purchase request for each trip.

    1. For groceries, the club is responsible for creating a grocery list. This can be a word document or an online shopping cart from the grocery store. Clubs are permitted to purchase any pre-packaged food or snacks (hot dogs, cakes, typical grocery store items - not hot food).

    2. For catering or restaurant orders, the club needs to request a quote from the company or create a menu with prices of what the club plans to order.

  3. Once the purchase is approved, the club should schedule a Travel Card - Pick-Up Appointment if paying onsite OR a Travel Purchase Appointment to pay online (preferred if possible).

  4. Submit all receipts to Sport Club Staff. REMINDER: Do not include ANY sales tax on the receipt if in the state of Texas.

Another UT Department

IDT

Examples are UT Parking and Transportation, Housing & Dining (Catering), Unions (Facility Rental Fees), and Intramural Sports (Team Registrations)

  1. Contact the UT Department and request a quote from them.

  2. Submit a Purchase Request (PR) with the quote.

  3. Sport Club staff will provide account codes and permission to purchase via the approval of the PR.

  4. The Department may require an OOEF form for certain expenses. Please email your advisor to get a complete OOEF form.

  5. Once the event is over, confirm the final invoice with the Department and submit the invoice to the Sport Club Office.

Travel Purchases

All travel expenses require a travel request on file with RecSports. Sport Club staff cannot book airfare, hotels, rental cars, etc. without a travel request. Date(s) and location must be accurate. Perform preliminary searches to determine costs for your travel request and corresponding purchase requests. Follow the information below for more details about your type of travel purchase.

Type of Purchase

Method of Payment

Notes

How to Complete the Purchase

Type of Purchase

Method of Payment

Notes

How to Complete the Purchase

Car Rentals

Pre-Travel Booking

Enterprise Rent-A-Car Direct Bill

University policy prohibits the use of 12 or 15 passenger vans for any club travel.

Rental Car Notes:

  • All driver must be verified by our office.

  • Drivers must be at least 18 years of age to drive a car or SUV.

  • Drivers must be 21 years of age to drive 7-passenger minivans.

  • Loss Damage Waiver and liability insurance are included in the rate - do not purchase additional insurance

  • All round-trip rentals for standard vehicle classes include unlimited miles on the contract rate.

  • One-way rentals and commercial trucks do not include unlimited miles.

To reserve the rental vehicles through Enterprise, follow the steps below:

  1. Submit a travel request. Ensure all drivers for the cars are approved and listed on the travel request.

    1. Only authorized drivers, approved through the University, are permitted to drive rental vehicles (or any vehicle with multiple university club members). Those who aren't approved won't be eligible to drive.

  2. Use the Enterprise Pricing chart to submit an estimate in a PR.

  3. Once the PR is approved, schedule a Travel Purchase appointment.

  4. Sport Club still will assist Clubs to reserve vehicles through a specific UT Billing Link.

  5. The final bill will be sent directly to Sport Club Staff.

    1. Sport Club Staff will enter the transaction into Internal Services. Clubs should audit to ensure the invoice matches what was provided. If inaccurate, please email the Sport Club Office.

    2. Tolls may be billed 1-2 months after traveling.

Hotels

under $7,500

Pre-Travel Booking

Club Travel Card

Clubs are not permitted to use third-party websites, such as Expedia, Orbitz, Travelocity, Lucid, VRBO, Airbnb, etc.

If staying in Texas, you must provide the hotel with tax exempt information - State Hotel Occupancy (will be given to you in your travel pouch). 

The card WILL NOT be used for incidental charges that may occur during the stay.

To book hotel lodging for your club, follow the steps below:

  1. Submit a travel request.

  2. Perform a preliminary web search to determine where your club wants to stay. Ensure you are using the hotels website directly, and not a 3rd party site.

  3. Submit a purchase request with an estimate for lodging.

    1. You can submit a quote from a Sales Representative from the hotel.

    2. You can screenshot an estimate from the hotel’s website for the rooms you plan to book, and upload that image as your quote.

  4. Once the PR is approved, schedule a Travel Purchase appointment.

  5. Sport Club staff still will assist you with booking hotel rooms through the hotels website.

  6. If staying in Texas, you must confirm that the reservation will be exempt from Texas occupancy taxes.

  7. During your stay, provide the hotel with the hotel tax exemption form for state occupancy taxes (will be given to you in your travel pouch). 

  8. After checking out of the hotel, please review the receipts/folios to ensure they are accurate and include all the information needed.

    1. Each room should have a breakdown with room rate and taxes if applicable. No state occupancy tax may be charged.

    2. Do not submit a receipt that is just a total for the group without a breakdown.

Hotels

$7,500 or more

Pre-Travel Booking

Step 1: Hotel Contract/Agreement

Step 2: Pay with Travel Card on Site

Large and/or long group stays must be completed well in advance of trip (preferred at least two months prior).

Sport Club Directors will work with the club and hotel to complete the contract.

The card WILL NOT be used for incidental charges that may occur during the stay.

To book hotel lodging for your club, follow the steps below:

  1. Submit a travel request.

  2. Perform a preliminary Google search to determine where your club wants to stay.

  3. Contact the hotel to get in contact with their Sales Representative.

    1. Confirm with the Hotel that your stay will require an agreement from UT.

    2. Request an initial quote to submit a purchase request.

  4. Submit a purchase request with a quote from the Sales Rep.

  5. Once you submit the Purchase Request, send your Sport Club advisor the contact information for the Sales Representative via email.

  6. Professional Staff still will assist with communicating with the sales representative about the agreement.

  7. Once the agreement is approved, Sport Club Staff will approve the Purchase Request.

  8. After checking out of the hotel, please review the receipts/folios to ensure they are accurate and include all the information needed.

    1. If staying in Texas, you must provide the hotel with tax exempt information - Hotel Occupancy & Sales Tax (will be given to you in your travel pouch). This is included in the contract, but ensure it was taken off.

    2. Each room should have a breakdown with room rate and taxes if applicable.

    3. Do not submit a receipt that is just a total without a breakdown.

Airfare

(Non-Southwest Airlines)

Less than 10 Travelers

Pre-Travel Expense

Travel Card

Clubs are not permitted to use third-party websites, such as Expedia, CheapFlights.com, etc.

For airline ticket purchases of one to nine people, we will use book directly through the airline’s website.

We must have the ACCURATE NAMES of individuals the club is purchasing flights for.

To purchase airline tickets for your club for less than 10 people, follow the steps below:

  1. Submit a travel request.

  2. Perform a preliminary web search to determine the flights you are interested in and screenshot the checkout page.

  3. Submit a purchase request with an estimate for airfare. You will attach the screenshot from the airline website as the quote.

  4. Once the PR is approved, schedule a Travel Purchase appointment.

    1. Prior to the travel purchase, confirm with the travelers their government issued name (how their name appears on their ID they will use at the airport) and their birthdate.

  5. Sport Club staff will assist you with purchasing the tickets through the airlines website.

    1. Submit the emailed receipt from the airline immediately following the appointment.

 

 

 

 

 

Airfare

(Non-Southwest Airlines)

10 or more Travelers

Pre-Travel Booking

Anthony Travel

We must have the ACCURATE NUMBER of individuals the club is purchasing flights for. The names can change at a later date.

Anthony Travel also has a $25 booking fee per ticket, so please consider this cost when planning your trips.

 

To purchase airline tickets for your club for 10 or more people, follow the steps below:

  1. Submit a travel request.

  2. Email your Sport Club Advisor with the following information for them to request a quote from Anthony Travel:

    1. Number of Travelers

    2. Departure Airport (normally AUS - Austin)

    3. Arrival Airport

    4. Departure Time (morning, afternoon, evening if needed) - please note if it is flexible and if you want the cheapest option

    5. Return Time (morning, afternoon, evening if needed) - please note if it is flexible and if you want the cheapest option

    6. Example: Austin to Boston - 4/15 morning 45 travelers - Returning from Boston to Austin on 4/19 afternoon 45 travelers

  3. Sport Club Staff will request quotes from Anthony Travel and will send the quotes to the club.

    1. Please note the quotes can change since the tickets are not held. The longer you wait to respond the more pricing may change.

  4. Confirm the quote you would like to reserve. Sport Club Staff will confirm with Anthony Travel.

  5. Submit a purchase request with quote from Anthony Travel.

  6. The team will be given a ticketing deadline from Anthony Travel. Please ensure the ticketing sheet (an excel sheet) is completed with all travelers' government issued name (how their name appears on their ID they will use at the airport) and their birthdate.

 

 

 

 

 

Airfare

(Southwest Airlines)

Pre-Travel Expense

Travel Card

Sport Club Staff has the ability to book group and individual Southwest flights through a specific business account.

To purchase Southwest tickets for your club for less than 10 people, follow the steps below:

  1. Submit a travel request.

  2. Submit a purchase request with an estimate for airfare based on Southwest’s website.

  3. Once the PR is approved, schedule a Travel Purchase appointment.

    1. Prior to the travel purchase, confirm with the travelers their government issued name (how their name appears on their ID they will use at the airport) and their birthdate.

  4. Sport Club still will assist you with purchasing the tickets through our Southwest Business Account.

  5. Submit the emailed receipt from the airline immediately following the appointment.

To purchase Southwest tickets for your club for 10 people or more, follow the steps below:

  1. Submit a travel request.

  2. Submit a purchase request with an estimate based on a per person price from Southwest - this will be updated by Sport Club Staff.

  3. Schedule an appointment your Sport Club Advisor and have the following information for them to request a quote from Anthony Travel:

    1. Number of Travelers

    2. Preferred Departure Flight based on Southwest Website

    3. Preferred Return Flight based on Southwest Website

    4. Be prepared with back-up options in case the flight fare changes between you reviewing the flights and the appointment

Please contact Sport Club Staff at utrs.sportclubs@austin.utexas.edu with any questions or concerns.