Announcement: The Office of Budget and Finance is available to assist you, although the office is closed and we are working remotely to slow the spread of COVID-19.
On April 6, 2020, the Office of Budget and Finance rolled out an upgraded eProcurement with an enhanced look and feel (User Interface (UI) changes).
Some of the changes include the following:
|Form||Used to Pay||Special Instructions|
|Request for Check||External Suppliers for membership, registration, subscriptions, payments to State of Tx, postage, conference fees, Fed Ex payments. Do not attach confidential information. Used for Homeland Security Payments and Faculty relocation.
Student and Guest travel or reimbursements.
|Supplier invoice attached to support the amount of payment in the supplier’s name. Dates of invoice within 60 days of the current date.
Students and Guests – Receipts for travel or reimbursements attached. Dates of receipts within 60 days of the current date.
Relocation – The Letter of Offer must be attached.
|Employee Travel Voucher||Employee Travel reimbursements||Receipts for non-travel transactions attached to requisition. Reimbursement approved by department within 60 days of the return date of the trip.|
|Independent Contractor Form||For individuals providing services when the individuals are not affiliated with University.
Athletic trainers, art modeling, DJs, face painters, musicians / performers with no contracts or agents, proof reading, sport officiating, translation, transcription, film editing, photographer, one time speaker, videographer.
No companies or employees paid on this form.
|The form should be set up for the length of service you expect to pay the supplier. All new suppliers will need to be set up prior to the requisition. Approvals must be completed before any services begin for the University.
The Independent Contractor Certification form must be attached to the eProcurement form.
Cost Receipts created by Department when payments required. Accounts Payable will create invoices for payment based on receipts. All payments must be complete within 3 months of last service date on form.
|Travel Advance Card (TAC)||For travelers who wish to obtain a travel advance card to help pay for their travel. It is a prepaid credit card with a specific balance and time- frame for use.||Approved by your Fiscal Officer 13 business days prior to the Travel start date.|
|Employee Non-travel Reimbursement||Employee Non-Travel reimbursements||Receipts for non-travel transactions attached to requisition. Reimbursement approved by department within 60 days of the return date of the trip.|
Note: HUB Suppliers are marked in eProcurement. Please consider HUB suppliers whenever feasible.