Office of the Dean
Flawn Academic Center, Room 406
1 University Station G8000
Austin, Texas 78712
Phone: 512-475-7000
Fax: 512-475-7068
General Purchasing Guidelines
Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise.
Purchase order process
You are responsible for asking the UGS Business Office for a purchase order for every purchase that requires a purchase order. Reorders require separate purchase orders. All purchase orders must be final approved before your order is placed with the vendor.
| Dollar Range | Solicitation Process | Who is responsible? |
|---|---|---|
| $0-$5,000.00 | Select best value1 | Staff member |
| $5,000.01-$25,000.00 | Requires a minimum of three telephone quotes to be taken from at least one ethnic minority and one woman-owned business when available | Staff member |
| $25,000.01+ | Formal bids/quotes solicited by purchasing | Consult with UGS Business Office |
1 Comparing prices from different vendors can save you money. We strongly recommend doing so even if your dollar range is under $5,000. If you are working through the design center, the designer will do this for you if asked.
ProCard
In addition to following the Purchasing Office’s ProCard guidelines, we ask that you submit a ProCard Charge Form within three business days of using the ProCard. Please attach the original itemized receipts.
In order to safeguard your card, the university requires the use of a Procard Log.
Ordering Office Supplies
UT Austin’s contract with Office Depot stipulates that the university must buy office supplies exclusively from Office Depot. Office supplies should be ordered no more often than once a month. Your supervisor can request ordering permission for anyone in his or her area from the Assistant Dean for Business Affairs.