12.2) Purchasing Rules

Strict rules apply for purchasing at UT-Austin. Never ever pay for some thing out of pocket and expect to be reimbursed. That is not permissible. Whenever you need to buy something (and you have permission from Dr. Webber), always go to Sarah first and foremost. Familiarize yourself with the information below.  Please ask before you make any agreement or procure any good or services. Be aware that UT does not pay TX sales tax and you will not be reimbursed for TX sales tax unless it’s from a meal in a restaurant (dine-in ONLY).

12.2.1  ProCard Purchases: 

Dr. Webber has been assigned a MasterCard for university allowable purchases. This card is used for ALLOWABLE expenses only. Following is a listing of DISallowed purchases. Failure to use this card properly can result in Dr. Webber’s losing his ProCard privileges. If you have any questions about what you can or cannot purchase with the ProCard,  ASK SARAH.
 

(a) The Procurement Card may not typically be used for purchasing  the following items:

1.   Alcoholic beverages
2.   Ammunition
3.   Animals
4.   Cash advances
5.   Communication design services, including: 
   1. Web site design and development
   2. Print collateral design
   3. Brand and logo development
   4. Copywriting
   5. Photography
   6. Videography
   7. Signage and waynding
   8. H. advertising and other communication vehicles that represent the university, its colleges, schools, and units
6. Consulting services
7. Controlled substances
8. Cylinder gases
9. Entertainment
10. Flowers
11. Food
12. Gasoline
13. Hazardous chemicals
14. Leases
15. Liquid nitrogen
16. Personal items
17. Plants
18. Purchases involving the trade-in of university equipment
19. Radioactive materials
20. Travel
21. Tuition
22. TXTag toll road tags
23. University parking permits
24. Weapons
25. Class 3B and 4 Lasers
26. Office Supplies (exceptions for the purchase of certain office supplies with prior approval from the ProCard administrator may be permitted.)

(b) All receipts for purchases with Dr. Webber's ProCard must be submitted to Sarah as soon as possible. Failure to submit receipts for ProCard purchases will result in revocation of YOUR privilege to use Dr. Webber's ProCard. There should never be sales tax on a procard receipt.

12.2.2 Equipment Purchases

There are a number of rules that apply to equipment purchases and it is always best to check with Sarah before embarking on any agreements with any vendors. ABOVE ALL: Purchase orders must be issued prior to the shipment of a product or the delivery of a service in order to be compliant with university policy and procedures.

(a) ALL equipment purchases require Dr. Webber's approval.

(b) Guidelines for purchasing are listed below.

12.2.3 Purchasing of Services

The purchase of services (e.g., computer programming, web design services, etc.) are governed by the same guidelines as the purchase of equipment. In some instances a formal contract may need to be executed. DO NOT proceed with any purchase of services before checking with Sarah.