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:

  • Header Navigation – The new look and feel includes updates to header icons and usage
    • Where users access their profiles, notifications, and action items has moved
    • Instead of a numeral over the icon, new notifications and action items will be denoted by a dot over the icon
  • Document Search – The new look and feel includes a more robust document search
    • Users will be able to select Department, Cost Center, Order Type, Date Type, and add Filters with tools located at the top of the page rather than through navigation
  • More Fluid (User Friendly) – Menus adapt and collapse as needed to help fit the screen of different devices

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.

Do not use for things
like Catering, Books, Porter Services, Animal Medical Supplies, Transportation and Pest Control that you have already created a non-catalog PO for or have a blanket for PO.

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. 

  • UT System – Supply Chain Alliance Contracts – first-choice suppliers
    • Negotiated pricing and terms by UT System
    • Representatives assigned to serve you in processing special quotes, returns and additional discounts
    • Price match where possible
    • For link to additional UT System Contracts not listed as punch outs, send request to: purchasing@utdallas.edu
  • Group Purchasing Organizations – second-choice suppliers
    • Negotiated pricing and terms by State of Texas
    • Representatives assigned to serve you in processing special quotes, returns and additional discounts
    • Price match where possible
    • For links to additional GPOS not listed as punch outs – send request to: purchasing@utdallas.edu
  • UTD Contracted Suppliers
    • Approved suppliers for Catering and other services
  • Other Suppliers (non-contract pricing) – last-choice suppliers
    • No representative assigned to assist with purchases
    • No assistance with returns
    • No negotiated discounts
    • Not state or UT System approved as suppliers, therefore:
      • UT System/State/UTD guidelines must be adhered to
      • Knowledge of and adherence to dollar value thresholds required
      • Locating HUB suppliers is department responsibility – contact hub@utdallas.edu for assistance.
      • Amazon should be your LAST Choice – only if not available through UTSystem/GPO punchout. Email – purchasing@utdallas.edu for assistance with Amazon choices.

For a more detailed list of the user interface changes and user guides, please refer to the documents provided below: