Contracts are legal agreements between the University and an individual or business entity that is processed with the Business Contracts Office. Contracts are required when services are to be paid to a third party or services are to be paid in advance.
A co-sponsorship can be internal (within UT), or external (outside of UT / with student groups).
- Co-sponsorships within UT mean that departments, centers, and organizations exchange funds amongst themselves for various events. Example: “Department A would like to give Department B $300 to bring a Guest Lecturer to campus to give a talk.” The two entities involved do not need to be in the same college.
- Co-sponsorships outside of UT mean that UT is giving an external organization funds for a given event. Example: “Department A would like to give $300 to an outside organization to assist with general expenses related to an event.” *Note: Some scenarios may require a contract. For example, when the co-sponsorship with the outside organization involves bringing a lecturer to campus (honorarium paid to 3rd party). **Note: External co-sponsorships require a detailed invoice from the external organization as soon as possible after the co-sponsorship is proposed. The invoice will be used to gain approval for the co-sponsorship.
Memberships to professional organizations may be generally purchased with a ProCard or may be reimbursed to an individual, depending on the membership type and funding source. Please note that certain restrictions apply if using state funds.
Procurement Cards (or ProCards) are for individual faculty and staff to use for various academic/administrative purchases. They are tied to UT accounts and therefore must be properly reconciled each month.
There are various types of purchase orders associated with purchases made from vendors who are classified as a business or corporation. Please see the Handbook of Business Procedure’s 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.
- PBO: A small purchase order of $5000 or less. Used for goods or services to be purchased from vendors (not individuals) that are not available in UT Market. Common examples include paper shredding, lab equipment, shuttle service, and printer rental agreements.
- PBU: Documents created from purchases made through FRMS (through UT Market). Common examples are office supplies from Office Max and software/hardware from the Campus Computer Store.
- PB3: Large purchase orders that are greater than $25,000 and consist of multiple sources. Requires submission of three bidders with at least one bid from a woman-owned business and one bid from a minority-owned business.
- PB4: Large purchase orders (greater than $5000) existing with a contract, consisting of only one source, containing award criteria, or for sole source purchases with a justification letter.
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.
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.
- General Reimbursement Form
- Entertainment Reimbursement Form (OOEF)
- Travel Authorization Request (TAR) Form (UT Direct)
- Travel Reimbursement Form (PDF)
- Travel Reimbursement Request (TRR) Form (UT Direct)
- Professional Services Payment Questionnaire
- Payee Information Form (PIF)
- Procard Charge Form
- Purchase Order Request Form (online)
- Deposit Request Form
- Texas Sales & Use Tax Exemption Certification