Almost any business can be paid with a PO.  If the VAC admin hits any issues while making the PO, they will let you know.

Only some individuals can be paid with a PO.  See the Paying Individuals section for details. 

Download, fill out and email the VAC admin the VAC PO Request Form.  This can be found on the ACCOUNTING folder in the VAC box folder.

If the vendor is already set up with the UT system, approval should take only a couple days.  If the vendor needs to be set up with UT first, this can take several extra days.  See the New Vendors section for details.  If the vendor needs to be set up, and in that process it’s found they are ineligible for a PO, that can take several weeks.  See Paying Individuals for details.

If you need a PO approval expedited so product can be ordered or work can begin, email the VAC admin and ask them to rush it.

The date of final approval on the PO must be earlier than date of delivery or service.  If it’s not, payment may be denied.

If the vendor is set up in UT’s system, make a PO request at least a week in advance of delivery or service.  If the vendor is new to the UT’s system, make the request at least two weeks in advance, and see the New Vendors section for details.  If you are unsure if they are set up, ask the VAC admin to check for you.

With a PO, the vendor will give the VAC an invoice requesting payment either during or after delivery.  Tell your vendor to send any invoices to the VAC admin, and if you receive one be sure to upload it immediately.  If they are not paid quickly, the VAC will be severely fined.

If the vendor does not have their own invoicing system (most exhibiting artists for example), the VAC admin will send them a very basic invoice to sign and return, via DocuSign.

The vendor may require we give them the PO number, or a copy of the PO itself, or a copy of the fully approved PO, either before you place an order, or as soon as they are ready.  There is an area for this on the PO Request Form.

The VAC admin will not send the vendor a copy by default, you need to ask them to send one. 

If a vendor is being paid via a signed a contract with UT, they do not need a PO.  The contract acts as a PO.  This means products and services cannot be provided until after the contract is fully signed.  Once it is fully signed, send a copy to the VAC admin.

 An invoice is required, like with a PO.

First see Background Checks if you plan to invite any guests to campus.