SCL Staff Purchasing Guide
⚠️Note on University Policy
This page is intended as a practical guide for staff to help navigate common purchasing and reimbursement processes.
All School of Civic Leadership purchasing and reimbursement procedures follow the University of Texas at Austin Handbook of Business Procedures (HBP).
This guide summarizes the most common processes and restrictions for convenience but does not replace or override University policy.
For full details, exceptions, and official policy language, refer to the UT Handbook of Business Procedures and related resources.
If you have questions about specific situations, contact sclbiz@austin.utexas.edu before proceeding.
1. Office Supplies
Help yourself to the office supplies located in the closet across from the Accounting Suite, LFH 109.
The University has a contract with OfficeMax and Office Depot. Staff are required to procure from these vendors when available.
If you need to order something specific:
Submit a Purchasing Payment Form – select the New Purchase dropdown.
Include a link or description of the item you want to order.
2. Contracts and Foreign Payments
Purchases that require a signature or payment to a foreign individual must be processed as a contract through University Business Contracts.
The School of Civic Leadership cannot sign contracts on behalf of the University.
Allow additional processing time.
More Info: SCL Business Contracts
Once an invoice is received, enter it in the Purchasing Payment Form under the New Purchase dropdown.
3. Memberships, Subscriptions, and Registrations
Membership Dues / Subscriptions:
Option 1: Purchasing Payment Form – select the Make a Payment dropdown and upload invoice.
Option 2: Procard – Procard Policies and Procedures
Conference Registration:
Typically paid via Procard – Procard Policies and Procedures
4. Purchasing Other Items
Instructions
Submit a request using the Purchasing Payment Form – select the New Purchase dropdown.
Upload a quote (if available) or provide a link to help speed up processing.
The SCL Business Office processes the request and issues a Purchase Order (PO).
Once approved, SCL Business Office sends a completed PO to the vendor (cc'ing the requestor).
This confirms UT has encumbered the funds and serves as a commitment to pay upon receipt.
The vendor ships the goods or provides services and sends an invoice to the department requestor.
The requestor signs the invoice and uploads to the Purchasing Payment Form – Make a Payment dropdown
SCL Business Office processes the invoice and routes it to Central UT, which issues payment (check or direct deposit depending on vendor setup).
Things to Remember
New vendors take additional time to process.
Purchases over $15,000 require bids or an approved Best Value Determination Form
Before requesting payment for UT branded or trademarked items, please review the University guidelines and procedures.
Software and tech purchases involve additional layers of approval. Please allow additional processing time.
UT operates on net 30 terms, so payments can take up to 30 days once submitted.
After SCL approval, payments route through Central UT, which can add time.
Plan ahead – notify SCL as early as possible.
When in doubt, email sclbiz@austin.utexas.edu — we’re happy to help you navigate the process.
5. Out-of-Pocket Purchases & Reimbursements
Thinking of buying something on your own and getting reimbursed?
It’s always best to ask before you buy. Some purchases may be reimbursable, but many items are not allowed per University policy. See the full list Disallowed Reimbursements.
If you are unsure, contact sclbiz@utexas.edu before making the purchase.
6. Procard Use
Can be used for low-risk expenses, subscriptions, and memberships.
Preferred for smaller, routine purchases.
For more info, see Procard Policies and Procedures
📌NOTE
This guide covers purchasing that is NOT travel or entertainment.
For travel, see Staff Travel Instructions and Travel Reimbursement Guidelines (Staff)
For entertainment, see Entertainment Expenditures (Food, Beverage, Flowers, Official Occasions)