Purchasing Guidelines

Personal reimbursement is for entertainment and travel ONLY.  All other expenses should be done through a procard, UT Market, or purchase order.

UT Market

NOTE: This is the preferred method of purchasing.

If ordering from UT Market, create a shopping cart with the item(s) needed first and then assign the cart to the ASE/EM staff purchaser. The person who created the cart will receive emails as the cart is processed and approved. The upside to using UT Market is convenience and better pricing (contract items are lower than on a vendor’s website). There are several vendors offering items in different areas such as computer and electronics, lab supplies, office supplies, etc. 

Online Orders

To purchase from an online vendor, please email the link(s) to each item(s) being requested to the ASE/EM staff purchaser. The link should take her directly to the item and not just the vendor’s website. This ensures the correct item is ordered. Please include quantity, size, color, (if applicable) on your request. If the vendor is someone she has never ordered from, she will need to verify if sales tax will be charged before the order can be placed.

Procard Checkout

To purchase from a local vendor, someone from your group will need to email the ASE/EM staff purchaser to check out the department procard. A copy of the UT Sales Tax Exemption Form will also be provided. It is important to present this form to the cashier so sales tax can be removed. If sales tax is charged, you will have to go back to the store to have it removed. Per department policy, procards must be returned before 5 p.m. the day they are checked out. They are not allowed to be kept overnight or on weekends.  (Orders totaling $4,500.01 or more (with shipping) require a purchase order.)

Purchase Orders

Orders totaling $4,500.01 or more (excluding UT Market orders) require a purchase order. A quote from the vendor is required. The quote should include the vendor’s contact information (address, phone number, name of contact person and email address), a description of each item including part/stock #, price per item, quantity needed, shipping/delivery charges, F.O.B., and Lead Time. A vendor’s quote will normally include these things. When approved, the ASE/EM staff purchaser will email a copy of the purchase order to the vendor and the person who submitted the request. For orders over $15,000, additional information will be needed. Solicitation Procedures, Purchasing Process

Computers, Printers, Etc.

Any computer, printer, accessories, or software orders should be sent to Scott Messec. When he receives your request, he will review it to be sure it meets UT guidelines, is compatible with what the department already has, and includes everything needed.   

NOTE: A student submitting a purchase request for a professor will need the professor’s approval before the order can be placed. The professor can email the ASE/EM staff purchaser with his/her approval.