Relevant UT Policies

Food purchases and Season Finale catering

• All food purchases require an OOEF to be submitted. Water and ice both count as food. The OOEF should be submitted before the purchase is made. Receipts can be added after the purchase is complete.
• You will not be able to use a ProCard at restaurants, which can make purchasing catering difficult.
• Catering purchases are allowed at Central Market and HEB, as they are primarily grocery stores.
• You can be reimbursed for purchasing catering if you have an approved OOEF. The summer catering for the season final is usually around $2,000 which is more than most staff members are comfortable covering.
• I would suggest looking into catering options from HEB in Brenham. But make sure you are approved to make tax-exempt purchases at that location.

Alcohol purchases

• All alcohol purchases require an Alcohol Exception Request and an OOEF. First submit the Alcohol Exception Request, then submit the approved Request with the OOEF.

ProCard

• Be mindful of what you can and cannot purchase with a ProCard.
• You will not be able to use the ProCard at restaurants, even if the purchase has been approved.
• I will leave you copies of the tax-exempt cards we use at Walmart.
• I have found it difficult to make tax-exempt purchases at most stores. I have mostly purchased supplies from Walmart, Amazon, and the Round Top Mercantile.
• For many purchases you will need to submit a ProCard exception request.

Purchase orders

• Most large purchases (unclear to me what qualifies as large) need a purchase order in place before payment can be issued.
• You will need to complete purchase orders for things like the tent rental for the summer and paying any contract workers, like the sewing room assistant.
• Talk with Andrea in the English Department to better understand when you will need a purchase order.