Staff Purchasing Quick Reference

⚠️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.

If you have questions about specific situations, contact sclbiz@austin.utexas.edu before proceeding.

Purchase request are submitted through the Business Affairs Purchasing Form for processing.

1. SCL Purchases on Your Behalf

Purchase Type	How To Buy	Additional Information

Purchase Type	How To Buy	Additional Information
Office Supplies	Basic office Supplies are provided and can be found in the closet across from the Accounting Suite, LFH 109. Additional office supplies should be purchased from Office Max or Office Depot. Submit purchase request form with link attached.	Use ‘New Purchase’ drop down on purchase form. *If item is not available in Office Max or Office Depot, proceed with filling out purchase request form.
New Item(s)	Submit Purchasing Payment Form - New Purchase dropdown	After purchase order is complete, the vendor will send you an invoice. You should receive this and upload to Purchasing Payment Form - Make a Payment dropdown
Agreements Requiring Signature (Contracts), Foreign Payments, Photographer/Videographer Agreement	Submit the SCL Contracts Submission Form	These route through the University Business Contracts Office. The School of Civic Leadership cannot sign contracts on behalf of the University. Some contracts take 4-6 weeks. Please allow additional processing time.
Professional Membership Dues Conference Registration	Use faculty affairs Procard. See additional instructions here.	Procard usage should be coordinated with sclbiz@utexas.edu.
Purchases over $15,000	Purchasing Payment Form – Make a Payment dropdown. Attach competitive bids or an approved Best Value Determination Form	Requires competitive competitive bids or an approved Best Value Determination Form Must be approved by University Purchasing Can take 3-5 weeks.
Software	Submit software and other complex purchase request to the SCL purchase request form.	sclbiz@utexas.edu will reach out with additional guidance on complex request. Note: Current University software guidelines are influx. Please allow additional time for processing and approval.
Photographer, Videographer, Drone (master contract)	The University has master agreements in place. Working with one of these vendors saves time and administrative effort. Upload invoice to Purchasing Payment Form - Make a Payment dropdown	UT Master Agreements information
Booking Travel	Please refer to the Staff Travel Instructions wiki for instructions on booking travel.	Please review Travel Reimbursement Guidelines (Staff) before your travel.

2. 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.