Purchasing and Accounting
Contracts are legal agreements between the University and an individual or business entity that is processed with the UT Business Contracts Office. Contracts are required for:
- Photography and videography
- Catering (when a down payment is required or alcohol is served)
- Use of a logo
- Third party payment (if an agent, business, or university will be paid rather than the visitor)
- Website Design
- Hotel agreement (booking a block of rooms for guests, conference rooms, or related services)
- Charter Buses when UT employees and/or students will be passengers
Contract templates and additional information can be found on the UT Business Contracts Office website.
Co-sponsorship payments are categorized into internal and external methods for handling these payments.
Internal Co-sponsorships – UT Departments, centers, and organizations donate funds to another UT unit in support of an event. The two entities involved do not need to be in the same college.
- Example: Department A would like to give Department B $300 to bring a Guest Lecturer to campus to give a talk.
- Please email your CBS team regarding any internal co-sponsorships.
External Co-sponsorships - UT Departments, centers, and organizations donate funds to a group or organization outside of UT in support of an event.
- Example: “Department A would like to give $300 to an outside organization to assist with general expenses related to an event.”
- All external co-sponsorships require completion of the Co-Sponsorship Approval form (PDF)
- If you are using a grant (26 account), you will also complete the Co-Sponsorship Approval form for Sponsored Projects (PDF).
- UT student organizations are considered external entities and will be processed as external co-sponsorships
- All promotional materials should include UT as a sponsor.
- A detailed invoice is required from the group or organization in order to obtain college approval and make the payment.
- If the agreement includes payment to the organization for a visitor’s fees or travel, a contract may be required. Please check with your CBS team.
Deposits of cash and checks may be made through your CBS group.
- Please stamp and endorse the check and complete the CBS Deposit Request Form (PDF). Please do not send cash or checks through campus mail or by using the CBS envelopes. CBS will bring pick up the cash or check from your office.
- Gift donations (i.e. checks from donors that are not for payment, or reimbursement) need to be processed via the College Development office.
- Call CBS if you have questions about how to process a check or cash needing deposit.
Memberships to professional organizations may be purchased with a ProCard, reimbursed to an individual, or directly to the organization. If using state funds (14 or 20 account), please refer to the list of approved memberships. Always include the date range covered by the purchased membership.
- If a membership fee is paid with a ProCard, please submit the receipt along with either the ProCard Charge Form (PDF) or Procard Charge Online Form to your CBS group.
- If a membership purchase is to be reimbursed to an individual, please submit the receipt along with a General Reimbursement Form (PDF) to your CBS team.
- If a vendor provides an invoice for membership fees, please submit the along with a General Reimbursement Form (PDF) to your CBS team.
*NOTE: The ProCard Charge Survey is available for use, and will email CBS informatiom about procard purchases, as well as send receipts to Box for retrieval.
Procurement Cards (or ProCards) are for individual faculty and staff to use for various academic/administrative purchases. ProCards are tied to UT accounts and therefore must be properly reconciled each month. Please note that all office supplies purchased using the procard must follow the rules mandated by the UT and the Today's Business Solutions contract. Please contact CBS if you have questions.
- List of disallowed items for purchase on a ProCard
- List of disallowed vendors for purchase on a ProCard
Allowed purchases up to the cardholder's maximum single-purchase limit. Examples of allowable purchases include:
- supplies: office (via Today's Business Solutions / UT Market online, or Office Max/ Office Depot in person), research, computer
- printing and duplicating services
- conference registration fees
Please see the Handbook of Business Procedures Purchasing Process Flowchart for information on which type of purchase order may be needed.
*NOTE: All purchase orders must be approved prior to the start of the services.
Purchase orders can be created for the purchase of items. Please fill out the Purchase Order Request Online Form (survey) and submit it to your CBS team for processing.
Scholarships and fellowships may be paid to students for travel, cash awards, stipends, or tuition. Please fill out the Scholarship/Fellowship Payment Form (PDF) and submit it to your CBS team for processing.
The following are common payment methods used to ship items:
- eShip Global
- Personal reimbursement
Most software and technology purchases should go through UT Market. If software or technology cannot be found in UT Market, please contact your CBS team with an item request prior to purchasing it. The preferred format is download, and price will affect purchase method.
UT Market is an electronic procurement system that enables shoppers to browse for products across multiple suppliers, and can be used to conveniently purchase a variety of items for academic and administrative use.
Today's Business Solutions (TBS) is the name of the vendor with whom UT Austin has contracted for purchasing of office supplies. All office supplies should be purchased through TBS, unless there is a documented availability issue or competitive pricing issue. Call CBS for more info.
- The completed forms should be submitted to the CoLA CBS office along with any back up documentation such as the invoice, APS form, RTA form, and/or payment contract.
- For purchases under $500, only one authorized signature is required. Purchases over $500, two authorized signers are required. (see the GBS screen in Define).
- In cases, where the wire transfer uses endowed accounts administered by the College of Liberal Arts Dean's office (the account title is preceded by 'DLA'), the paperwork must route to CBS Group 1 or 2 for review.
- Please do not include the wire transfer fee on the voucher unless a separate account number will be use to pay the fee.
- All wire transfer requests that route to the Liberal Arts CBS Office for approval will be forwarded to the Office of Accounting, MAI 132, within 1-business day of being signed. Signed paperwork will be uploaded to UTBox.
Note: Please do not send any copies to Cash Management.
For more information on wire transfers and foreign drafts, please refer to the university instructions and slide show.