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Purchasing Office

Vendor Handbook


Introduction and General Information
Loaner and/or Demonstration Equipment
Public Information Requests
Tax Status
Delivery of Materials

Introduction and General Information

The Purchasing Office is located in the Main Building . Visitor parking is limited.

110 Inner Campus Drive,
Main Building, Room 132
Austin, TX 78712-1140
Phone: 512-471-4266

Business Hours
Normal business hours are 8 a.m.-noon and 1-5 p.m. Appointments are recommended. We request that sales calls be limited to ten (10) minutes.

The Purchasing Office is responsible for the procurement of all supplies, materials, equipment, and services for The University of Texas at Austin. The University assumes no liability for payments of obligations except those incurred in accordance with current purchasing regulations. To provide the best possible service to The University, Purchasing Office professional personnel assignments are made by department rather than commodity.

Provisions of the Board of Regents' Rules and Regulations, the State Purchasing Act of 1979, and The University's Purchasing Procedures govern the purchasing policies of The University. Purchases are made on a competitive bid basis whenever possible. All employees of The University are prohibited from receiving any gift or gratuity in connection with any purchasing activity.

Purchase Orders
An official purchase order contains an authorized purchase order number and signature. It is the only recognized method for the purchase of goods or materials obligating The University for payment. Vendors are encouraged to ensure that a valid purchase order is approved prior to processing the order.


Loaner and/or Demonstration Equipment

Vendors' representatives may provide demonstrator or loaner equipment for purposes of exploration/examination. This is done entirely at the option of the vendor and with no commitment by The University.

Note: Items left on campus on a "sold" or "hold" basis do not constitute a valid sale.


Public Information Requests

Bids which have opened and purchase orders which indicate the price of supplies, materials, equipment, or services are available under the Texas Public Information Act by making a written request to the Purchasing Office. Requests must specify Purchase Order Number or Bid Invitation Number. Purchasing employees are not required or encouraged to provide bid tabulations by telephone. RFP information is available only after an award is made or a contract is signed.


Tax Status

The University of Texas at Austin claims an exemption from taxes under Chapter 20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property, as this property is being secured for the exclusive use of The State of Texas. Each purchase order contains the tax exempt certificate. The University's Federal I.D. number is 74-6000203.


Delivery of Materials

UT Central Receiving accepts delivery of most goods ordered by the university.

15877 Long Vista Drive, Suite 107
Austin, TX 78728

8-11:30 a.m. and 1-4:30 p.m.

Any questions regarding delivery to this location should be directed to Central Receiving at 512-471-4581.

Certain items, some of which are listed below, must be delivered directly to the ordering department rather than to Central Receiving. The purchase order will specify the appropriate delivery address. Such items include, but are not limited to, the following:

  • Live animals
  • Bottled gas
  • Gasoline (bulk deliveries)
  • Concrete
  • Food for human consumption
  • Any other items at the discretion of the departmental supervisor

Substitutions of items specified in a purchase order are not permitted without Purchasing's prior written approval.


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Spotlights and Events

Exclusive Acquisition Justification (EAJ) Form Instructions and Samples**

Purchasing Procedure Update meeting

Purchasing Newsletter**

Procurement Guidelines Matrix**

Wish Lists in TxSmartBuy**

FY 15-16 Processing Dates**

Software License Agreement Intake Form*

Texas Comptroller’s Office Post Payment Audit** to Charge Sales Tax for Texas Purchases

Meet our Office Supply Provider**

UT Market Training Resources

Change in Payment Process for Copier Leases in FY 2013-2014**

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