Purchase Request Procedures
To ensure compliance with UT Austin purchasing policies and streamline the purchasing process, all purchases should be coordinated through PAR 3 Staff before an order is placed. We will help determine the appropriate purchasing method and obtain any required approvals.The faculty/staff/student compiles a list including item descriptions and links for the desired purchases.
Before You Purchase
Before purchasing supplies, equipment, software, memberships, registrations, or services, please contact PAR 3 Staff. Depending on the purchase, we may use:
Department ProCard
Purchase Order
UT Market
Another approved University purchasing method
Whenever possible, PAR 3 Staff will make the purchase on your behalf, eliminating the need for reimbursement paperwork and helping ensure purchases are processed efficiently.
Personal Purchases and Reimbursements
The UT Austin Handbook of Business Procedures (HBP 9.1.2) states that reimbursements for purchases made with personal funds should generally be limited to emergency or exceptional circumstances. Routine business purchases should be made using approved University purchasing methods.
Because reimbursements require additional documentation and approvals, processing may take several weeks.
Technology Purchases
Technology purchases—including computers, monitors, tablets, printers, software, and many accessories—must follow additional University requirements.
The UT Austin Handbook of Business Procedures (HBP 7.6) requires technology purchases to be made using approved University purchasing methods, such as a Purchase Order or ProCard. Additionally, HBP 9.1.2 states:
"Due to ownership, warranty, and licensing issues, all computer hardware and software purchases must be purchased using the ProCard or a purchase order... therefore, faculty or staff will not be reimbursed for such items."
Please contact PAR 3 Staff before purchasing any technology item.
Questions?
If you are unsure how to purchase an item or whether it is allowable, please contact PAR 3 Staff before placing an order. We're happy to help identify the most efficient and compliant purchasing method.
Process
The faculty/staff/student submits request: Purchase Request
The designated procurement contact receives the request and reviews the provided information. If approved, the procurement contact proceeds with the purchase process.
A confirmation email will be sent to the faculty member acknowledging receipt of the request and confirming approval for the purchase and will attach a copy of the receipt or invoice to the confirmation email for the faculty/staff/student's records.
Upon receipt of item, faculty/staff/student will submit signed copy of receipt to department procurement contact confirming receipt of item.