Many departments work to ensure the smooth purchase (and payment) for goods and services.
| Policy | Description |
|---|---|
| UTDBP3057: Purchasing Policies | This policy explains requirements and responsibilities regarding purchase of goods and services. |
The University of Texas at Dallas is exempt from Texas sales tax on purchases for items that are necessary for the university’s operations. The university is a state agency under The University of Texas System established by the Texas Constitution Article 7, Section 10 
, and is exempt from the payment of Texas sales tax.
Texas public schools, colleges and universities are exempt from Texas state sales tax under Section 151.309 of the Texas Tax Code. Entities that are exempt by law do not need to apply for sales tax exemption on taxable purchases.
A UT Dallas Sales Tax Exemption Certificate must be used by departments when making purchases on behalf of the university. The exemption certificate is only applicable for the exemption of the state of Texas sales tax on taxable purchases.
Account Code & Purchase Category
What account code should I use for my purchase?
Account Code information can be found on our Account Code Detail Guide page. If you have any questions, please contact reporting@utdallas.edu for assistance.
What purchase category should I use on my requisition?
Please see our Purchase Category Quick Guide
Exclusive Acquisition Justification (EAJ)
What is an Exclusive Acquisition Justification (EAJ)?
An EAJ is a formal process used to justify purchases that cannot undergo a competitive bidding process due to specific circumstances outlined in the policy.
Is the EAJ form a determination of necessity for a purchase?
No, the EAJ form is not intended to determine whether a purchase is necessary. It’s solely to establish whether the purchase can proceed without undergoing a competitive bidding process.
Independent Contractor
Please submit a Non-Catalog Requisition for your supplier choosing (___ Services, Other ) from the drop down under What Are You Purchasing, attach your documentation and note in your Business Justification if a contract is attached needing OCA Review. Payments to Individuals do require an Independent Contractor Certification form be attached. If your supplier is not active in eProcurement, please follow the PaymentWorks process for onboarding.
Please submit a Non-Catalog Requisition choosing (___ Services, Other ) from the drop down under What Are You Purchasing, attach your documentation and note in your Business Justification if a contract is attached needing OCA Review. If you are paying an Individual, not a company, you must also include an Independent Contractor Certification form.
If the payment needs to be paid to the agent, please submit a Non-Catalog Requisition using the agent as the supplier, choosing ( ___ Services, Other ) from the drop down under What Are You Purchasing, attach your documentation and note in your Business Justification if a contract is attached needing OCA Review. If the agent is not an active supplier in eProcurement, you would set the agent up as a Supplier through the PaymentWorks process.
Companies cannot be paid as Independent Contractors. Please submit a Non-Catalog Requisition choosing (___ Services, Other ) from the drop down under What Are You Purchasing, attach your documentation and note in your Business Justification if a contract is attached needing OCA Review. Payments to Companies do not require an Independent Contractor Certification form.
Prepayment & Payment
A Supplier is requesting prepayment on their Purchase Order. Will a prepayment be approved?
1. As a TX State agency, UTD’s payment timeframes are specified by Texas law, per the TX Prompt Payment Act (Chapter 2251, Texas Government Code , https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm ) specifically the section below:
Sec. 2251.021. TIME FOR PAYMENT BY GOVERNMENTAL ENTITY.
(a) Except as otherwise provided by this section, a payment by a governmental entity under a contract executed on or after September 1, 1987, is overdue on the 31st day after the later of:
(1) the date the governmental entity receives the goods under the contract;
(2) the date the performance of the service under the contract is completed; or
(3) the date the governmental entity receives an invoice for the goods or service.
The Texas State Comptroller’s guidelines stipulates that a State agency may not pay for goods or services before their delivery to the agency, unless the advance payment is necessary and serves a proper public purpose. https://fmx.cpa.texas.gov/fm/pubs/purchase/restricted/index.php?section=payments&page=adv_payments
2. Prepayments requested by vendors should always be declined by a University department. If a vendor insists on requiring a prepayment and there are no other vendors providing the required goods or services, a prepayment exception request needs to be reviewed and approved by the Purchasing Director. Approved prepayments should be processed through an eProcurement non-catalog requisition and a Purchase Order (PO). OneCard may be used for an approved prepayment if the vendor does not accept POs. Prepayments via OneCard need to be approved by the Purchasing Director and are subject to the same documentation and approval requirements as prepayments processed through POs.
3. If a prepayment to a Supplier is requested on a PO, the University department is responsible for ensuring the goods are delivered in their entirety or services rendered to the department’s satisfaction. The University department’s responsibility includes but is not limited to necessary follow-ups with the Supplier to pursue credits or recuperate any outstanding balances. Also once the PO is processed, the University department would need to complete the receiving on the PO so that the prepayment can process without further delay. The University department would need to send the invoice(s) to Accounts Payable (AP) at accountspayable@utdallas.edu and would need to reach out to AP to ensure the payment is processed by the requested deadline.
I need to find out the payment status on a PO / Invoice?
Please reach out to accountspayable@utdallas.edu for issues regarding payment status, be sure to include PO / Invoice information in your email.
Purchase Orders & Contract Authorization
How do I submit a requisition with a discount?
Submit the requisition with the discount subtracted from the affected line item(s) as designated in the attached quote. EXAMPLE: if the Supplier offers a 50% discount, then reduce each affected line item(s) by 50%. If the Supplier offers a $50 discount, then subtract $50 from one of the item(s).
Issuing purchase orders or contracts prior to shipment or delivery ensures that both parties have a clear understanding of the terms and conditions of the transaction, including pricing, quantity, and delivery timelines. It helps prevent misunderstandings and disputes later.
When will my Purchase Order be closed?
PO’s that are fully Matched and Paid with no outstanding encumbrance are closed on a Bi-Weekly basis.
Can purchasing cancel my order with a supplier?
No, purchasing cannot cancel an official PO, the department would need to reach out and work directly with their supplier if any items or services need to be cancelled.
Will closing my Purchase Order automatically cancel any remaining items not shipped with the vendor?
No, purchasing cannot cancel an official PO, the department would need to reach out and work directly with their supplier if any items or services need to be cancelled. The department should not close a PO with outstand items to be invoiced.
Contract Review Only requisitions are for contracts that do not commit UTD Funds for payment, i.e., Revenue Generating Contract, MOU’s. Your contract should be reviewed during the normal requisition process. Please submit a Non-Catalog Requisition for the total cost of the agreement, choosing your supplier as the Vendor (follow the PaymentWorks process if your supplier is not active in eProcurement) attach your documentation and note in your Business Justification you have attached an agreement or contract that needs to be review or signed by The Office of Contracts Administration (OCA).
Requisitions
Why was my Requisition Returned to me?
Please check the History Tab on your Requisition for more information. For Initial Budget Response issues please reach out to budget@utdallas.edu for assistance. For Purchase Category Mis-Matches as outlined below please see the Purchase Category Quick Guide
How can I charge different cost centers for the items or services that I am purchasing?
Please see our Splitting Costs Between Cost Centers Quick Guide
Purchasing cannot make changes to your requisition, please withdraw, make your updates and re-submit for normal workflow review and routing.
