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Purchasing/Bookkeeping

This information is provided to assist Facilities Services and Project Management and Construction Services employees with a purchasing and bookkeeping processes and procedures.

Billing and Funding

Who to call:

If you have questions about billing or funding issues, please call 512-471-6229.

Funding requests:

If you are working on a project that is funded by a departmental account and the total project costs will be more than $10,000, submit a completed Funding Request Form to the Business Services Accounting Office. The form must include the following information:

Viewing cost statements on WORQS:

Before you can view cost statements or search for requests and projects on WORQS, you need to complete the WORQS Authorization for Expanded Access form to gain authorization. If you already have authorization, log on to WORQS to view cost statements, requests and projects.

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Purchasing 101

Who to contact:

If you need assistance or have questions about purchasing, call Central Stores at 512-471-4895

Purchases less than $999.99:

If you need an item in a hurry and the purchase is less than $999.99, use your department's ProCard to make the purchase. If you are not in a hurry to make the purchase, follow the below procedure for purchases less than $5,000.

Purchases less than $5,000:

To make purchases less than $5,000, submit a Materials and Equipment Request form to your departmental buyer. If your buyer is unavailable, contact either Alex DeLeon or Lee Cannon. After you submit the request, your departmental buyer will obtain prices and availability (including information from HUB vendors), and will process a Point Plus document or ProCard purchase at their discretion. After the Point Plus document reaches final approval it will download into FAMIS, and all paperwork will be kept in a pending file while you await the arrival of the requested materials.

Purchases between $5,000 and $25,000:

To make purchases between $5,000 and $25,000, submit a Materials and Equipment Request form to your departmental buyer within Central Stores. If your departmental buyer is unavailable, contact either Alex DeLeon or Lee Cannon. After you submit the request, your departmental buyer will obtain prices and availability through a quote request process that includes requests for quotes from at least one woman-owned and one minority-owned vendor. Your departmental buyer will allow three to five days for the return of quotes, and the materials order will be awarded to the lowest bidder. Your departmental buyer will then process a Point Plus document that will route to Purchasing for approval by the assigned buyer. After the Point Plus document reaches final approval it will download into FAMIS, and all paperwork will be kept in a pending file while you await the arrival of the requested materials.

Purchases more than $25,000:

To make purchases more than $25,000, submit a Materials and Equipment Request to your departmental buyer within Central Stores. After you submit the form, your departmental buyer will process a Point Plus document and Purchasing will send out for formal bids. Formal bids will remain on the Web for a minimum of 14 days for orders under $100,000, and will remain on the Web for a minimum of 21 days for orders over $100,000. After the bid closes, you will be forwarded all bids and related materials to review. When you are done reviewing the information, forward all paperwork to Central Stores along with your recommendation of who should be awarded the order. After final approval, the purchase order will be downloaded into the FAMIS system and all paperwork will be kept in a pending file while you await the arrival of your requested materials.

Checking the status of purchases:

You may check the status of your purchase one of the following ways:

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Buying Supplies

Buying Supplies from Central Stores

In-stock supplies:

Central Stores has more than 8,000 different items in stock, and is similar to a home improvement store. To purchase supplies from Central Stores, follow the instructions in the Supplies section of our Web site.

Out-of-stock supplies:

If Central Stores does not currently have the item you want in stock, take the following steps:

Buying Office Supplies

On the main campus:

We order all office supplies through Office Depot. If you are not authorized to make purchases, notify your supervisor when you need supplies.

Only DEFINE electronic office managers and designated contacts are allowed to process an authorization or update office supply orders through the Office Depot portal. To request Office Depot access, your office manager or shop supervisor will need to send an e-mail to FS-SPECIAL BUS SVC Accounting and include the following information:

On the Pickle Research Campus:

If you want to purchase new office supplies, complete and submit a Parts/Materials Request Form (PRC).

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Emergency and Sole-source Purchases

There may be times when it is not possible to follow the standard procedures for making purchases, in which case you will need to submit a justification letter to Purchasing to get approval for your non-standard purchasing methods. The following are explanations of the only types of reasons you should submit a letter of this kind.

Emergency purchases

You may submit a justification letter in the event of an emergency. A valid emergency purchase is one that prevents hazard to life, health, safety, welfare or property, or avoids undue cost to the state. This means excuses such as, "This is a rush order" and "I don't have time to get bids" are not valid reasons to make an emergency purchase.

Sole-source/no-substitution purchases:

You may submit a justification letter in the event that you know only one vendor is capable of providing the services or items you need, such as software upgrades for FAMIS or furniture purchases for the continuation of a modular unit that will only connect with a specific brand of furniture. Another valid reason to submit this type of justification letter would be if there is only one authorized dealer in Texas who provides the item you need. Excuses such as, "This is for Dean Susie Q" and "This is a rush order" are not valid reasons to submit sole-source/no-substitution justification letters.

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ProCards

Procurement cards (ProCards) are a simple payment method for purchases under $999.99.

How to get a ProCard:

Visit the university's procurement card Web site to learn more about ProCards and the steps to get one.

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