Many departments work to ensure the smooth purchase (and payment) for 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 Opens in a new tab., 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 Opens in a new tab. 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 Opens in a new tab. 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.

Dollar Bidding Purchasing Rules

  Available Purchasing Methods Use of Existing Contracts
Purchase Amount One-Card Amazon Punch-out Direct Purchase Purchasing Assigned Specialized Equipment or Services (Only One Supplier) UTD, UT System approved Cooperative and Group Purchasing Organizations (GPO)
Under $5000 Available1,2 Available1,2 Minimum of one quote or invoice 1,2 Minimum of one quote One quote or invoice Recommended for routine purchasing
(e.g. office supplies)10
$5,000 -$14,999 Not
allowed		 Not
allowed		 Minimum of one quote or invoice2 Minimum of one quote One quote or invoice Recommended10
$15,000 – $49,999 Not
allowed		 Not
allowed		 Not
allowed		 Minimum of
three
quotes3		 One quote EAJ required4
(If no existing contract)		 Recommended10
Over $50,0005,6,7,8,9 Not
allowed		 Not
allowed		 Not
allowed		 Formal bid (Only if no existing contract) One quote EAJ required4
(No existing contract)		 Required
(Only if best value)10

1Single transaction limit of $5,000.
2See One Card program website for prohibited One-card, Amazon punch-out, and direct purchase transactions.
3Include 2 HUB suppliers if possible.
4EAJ = Exclusive Acquisition Justification.
5HUB Subcontracting Plan (HSP) required for purchases greater than $100,000.
6Additional requirements on GPOs apply for purchases greater than $500,000.
7Office of General Council review required for purchases over $1 million.
8Board of Regents approval required for purchases over $2.5 million.
9Departments are expected to contact purchasing@utdallas.edu for assistance with purchases over $50,000
10A minimum of 1 or more accredited GPO quotes if best value 

Splitting one transaction into several or otherwise breaking down a purchase so that each component falls under a particular dollar threshold is specifically prohibited.

For current and past bid opportunities, please see Bid Opportunities.

Rules To Be Followed for All University Purchases

  • An exclusive acquisition may only be used for three categories of purchases: a proprietary, an emergency purchase, or certain professional services (unique or necessary). Competitive purchasing is generally best, as it typically leads to reduced costs. For more information about exclusive acquisitions, visit the Purchasing Method page.
  • Per UT System policy Opens in a new tab., only the Purchasing department can sign procurement-related contracts and agreements and issue Purchase Orders or conduct formal BIDS and RFP Request for Proposals.
  • Verbal orders from UTD Departments without authorization from Purchasing might be a personal obligation of that individual and not the University.
  • Delegations of Authority Opens in a new tab.
  • SAM Federal System for Award Management Opens in a new tab., orders over $25,000
  • SBA rules for Federal Grants Opens in a new tab., grant orders over $25,000
  • All orders are subject to the Texas Public Information Act Opens in a new tab..
  • The number of lines on a purchase order is limited to 30. 

There are three ways to purchase at UTD:

  1. Submission of an eProcurement requisition through the Galaxy portal. Catalog purchase options must be used before other non-catalog options. Emergency purchases should be cleared through Procurement prior to placing an order.
  2. Purchase using a UTD One Card.
  3. Purchase using personal funds and request reimbursement. Business reimbursements are handled as exceptions and may only be used for relatively small purchases that could otherwise be made on a UTD One Card.

Note: Purchases outside the first 2 methods above could result in a personal obligation.

Request for Formal Solicitation (RFS) Form Opens in a new tab.

State of Texas law and UT Dallas policy requires competitive bidding for procurements over $50,000. Group Purchasing Organization contracts meet this requirements and may be used. If a GPO is not available, please submit the completed RFS form to Purchasing at purchasing@utdallas.edu. Purchasing will review the request and contact the department to discuss possible solicitation methods.

Exclusive Acquisition Justification Form (EAJ) Opens in a new tab.

An exclusive acquisition may only be used for three categories of purchases:

  • Proprietary and Best Value: the products or services are only available through a single source, and / or are used for compatibility of existing equipment, and / or are necessary to continue service or research, or are specifically required by a contract or grant.
  • Emergency: a delay in purchasing would create a hazard to life, health, safety, welfare, or property.
  • Professional Services: the professional service providers are uniquely qualified, necessary to continue service or research, or are specifically required by a contract or grant.

The EAJ form is not intended to determine whether the purchase is necessary, but only to determine whether the purchase can be made without a competitive bidding process.

Emergency Purchase Standard Procedure

Definition:

The existence of an emergency condition may create an immediate and serious need for goods or services that cannot be met through normal competitive procurement methods

Emergency circumstances would typically threaten:

a) Employee and public safety

b) University property

c) UTD’s capabilities for supplying necessary services to students, faculty and staff.

Below is the procedure for emergency purchases.

Stage Who Step What
1 Campus Department 1 Request quotes from suppliers
2 Obtain approval from Department Head or designee
3

Email purchasing@utdallas.edu with “Emergency Purchase” in Subject line, and include:

  • Quotes from suppliers or estimated cost
  • Department Head or designee’s approval
4 Create a non-catalog requisition in eProcurement and state “Emergency Purchase” in the Internal Notes’ business justification and attach the email approval from Purchasing to the requisition, along with the required EAJ if the amount was $15,000 or greater. 
2 Purchasing 1 Verify emergency business justification and approvals
2 Approve and process the requisition
3 Issue a Purchase Order
4 Update the Emergency Purchase File

Purchasing products that are manufactured outside the United States requires clearance by the U.S. Customs and Border Protection agency upon entry into the country. Information regarding customs requirements can be found at the U.S. Customs and Border Protection website.

The University of Texas at Dallas retains the services of a U.S. customs broker to assist with purchases from foreign countries.

Products imported from foreign countries may be subject to a variety of fees, duties, or taxes. The department making the purchase is responsible for all additional charges associated with the purchase.

To avoid fines, penalties, and incorrectly paying duty fees, departments are strongly encouraged to work with our contracted Customs Broker below to schedule international shipment of import/export orders.

Customs Broker

Aurora Hernandez
Janel Group (Formerly W.R. Zanes)
4101 Interwood N Parkway Suite 100
Houston, TX 77032
Ph: 713-895-3190

Email: ahernandez@janelgroup.com

Purchase Orders issued to Foreign Suppliers should include the following statement as an External Note in eProcurement:

“When equipment is ready to ship, please contact our Import/Export Broker at PH-(713) 895-3190, email ahernandez@janelgroup.com.”

Procedures

Departments should contact our customs broker before the shipment is made to determine what paperwork is required. The following information must be provided to our customs broker on all shipments:

  • Complete name and address of person initiating shipment.
  • Department name and complete telephone number.
  • Origin and destination points of shipment.
  • Detailed description of shipment, its origin and in layman’s terms, what it is used for.

Exporting a shipment – There are many companies that can ship internationally (FedEx, UPS, DHL etc.), but our contracted customs brokers MUST be contacted when the export is valued at or above $2500. These requirements apply to items that are hand-carried as well as items that are exported via a freight carrier.

Regardless of what carrier is selected, or whether the items are shipped by freight carrier or hand-carried by UTD staff, the customs broker will minimally need the following information:

  • Description of the commodities
  • Name of the consignee and address including zip code
  • Method of shipment
  • Date available for pick-up
  • Desired arrival date
  • Number of pieces, dimensions of cartons, weights
  • Payment terms
  • Other special instructions

Contact the Office of Research Compliance to determine if export controls affect your Grant-funded product.

Fees and Charges

Our customs broker will charge for their services! In addition to their fees, there are additional pass-through fees and charges that will appear on your final invoice. These charges vary widely and departments should request a quote and ask what additional fees or charges might apply that are not on the quote.

Please be aware that expedited services not originally requested can be very expensive. If a blanket order is not in place, a purchase order should be issued for the services reflecting the customs broker’s quote. Note: When hand-carrying items valued at more than $2,500, you must contact our customs broker with the above information (commercial invoice is recommended) one day before leaving the country.

REMINDER: When creating the foreign supplier order in eProcurement, make sure to include an external note asking the supplier to contact our customs broker! Contact the eProcurement Help Desk at x5235 if you need assistance with this.

Duty Free

Duty on scientific equipment is usually substantial. Departments should apply for duty-free entry well in advance of making the purchase. If duty must be paid, then departments can budget accordingly; before funds may be committed elsewhere. If the equipment arrives at Customs before duty-free entry has been approved, or if no Request for Duty-Free Entry was made prior to the purchase, the applicant can request a delay of liquidation (Customs classifies the equipment and assesses duty). A delay of liquidation is usually granted for up to 180 days, but may be extended.

Certain scientific equipment can be imported into the US duty-free if the following criteria are met:

  • The scientific instruments and apparatus must be used exclusively for educational purposes and scientific research.
  • The scientific instrument or apparatus, or its equivalent, is not manufactured in the United States
  • Some categories of scientific equipment can be imported duty-free by educational institutions under certain conditions.
  • A Request for Duty Free Application should be completed and filed with the United States Customs before placing the order with the supplier. If Customs approves the duty-free purchase, the purchase order must be issued to the supplier within sixty days.

A Request for Duty Free Entry application may still be filed after the equipment has arrived on campus. Contact our customs broker for assistance.

Account Code & Purchase Category

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.

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.

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 Opens in a new tab. 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 Opens in a new tab. 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

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 Opens in a new tab.) 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 Opens in a new tab.

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.

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

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.

PO’s that are fully Matched and Paid with no outstanding encumbrance are closed on a Bi-Weekly basis.

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.

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

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 and Business Justification Quick Guide Opens in a new tab.

  • Travel/Purc. Cat. Mismatch – triggered when a Travel Form is submitted but the “Purchase Category” does not equal 1. “Use with Travel Form Only” please reach out to travel@utdallas.edu for assistance.
  • Expense/Purc. Cat. Mismatch – triggered when a Business Reimbursement (expense) Form is submitted but the “Purchase Category” does not equal “2. Use with Business Reimbursement Form Only” please reach out to travel@utdallas.edu for assistance.
  • Check Req/Purch. Cat. Mismatch – triggered when a Request for Check Form is submitted but the “Purchase Category” does not equal 3. Use with Check Request Form Only” please reach out to travel@utdallas.edu for assistance.
  • IC/Purchase Category Mismatch – triggered when an Independent Contractor Form is submitted but “Purchase Category” does not equal 4.0 INDEPENDENT CONTRACTOR” please reach out to purchasing@utdallas.edu for assistance.
  • NTE not used on Blanket PO – triggered when a Non-Catalog Form / Blanket PO is submitted and UOM (Unit of Measure) does not equal NTE (Not to Exceed) please reach out to purchasing@utdallas.edu for assistance.
  • Invalid Account Code – triggered when a requisition is submitted with an active but invalid account code. (used when an account code is being retired) please reach out to Reporting@utdallas.edu for assistance.
  • NetID Missing, Contact Travel – triggered when a Travel or Business Reimbursement form is submitted without a NetID
  • Travel/Expense Incorrect Form – triggered when any requisition that is not Travel or Business Reimbursement is submitted with a NetID

Purchasing cannot make changes to your requisition, please withdraw, make your updates and re-submit for normal workflow review and routing.