DDCE Purchasing & Payment Services Information

The University’s Purchasing Office operates under the Office of the Senior Vice President and Chief Financial Officer and has the responsibility and sole authority¹ to obligate funds for procurement. Its mission is to procure goods and services to sustain, foster, and support the educational and research missions of The University of Texas at Austin. They strive to maintain the most efficient operations while adhering to the requirements of university, state, and federal laws, rules, and procedures.

DDCE Business Contacts, please see the DDCE Purchasing, Policies & Procedures Guide for DDCE specific guidelines, “how to’s” and best business practices.

Links & Resources

• DDCE Supplier Diversity Institute
• Historically Underutilized Business/ Small and Disadvantaged Business Office (HUB)
• Amazon Business Prime – resources for DDCE Business Contacts
  • Administrator training deck
  • Administrator basics
  • Amazon Resources – buying policies, approvals and restrictions
• DDCE Personal Protective Equipment (PPE) and Supplies
  • Please visit the PPE FAQ resource to find answers to some of the common questions relating to the usage of the request form.
  • Please note that these FAQs only cover purchasing questions related to PPE
  • DDCE PPE Contact for Inquiries & Billing: Eileen Drake, Eileen@austin.utexas.edu
• Business Contracts – see Overview for DDCE Business Contacts
  • Independent Contractor Overview & Guidelines
  • Business Contract Review Checklist (BCRC)
  • Employee/Independent Contractors (EICCC)
  • Hotel Agreements
  • Photographer  & Videographer Agreements
• Cost Justification Worksheet Threshold
• Co-Sponsorships
• Formal Bid Opportunities – also see DDCE guidelines regarding Quotes and Bids
• Official Occasions Expense Help
  • OOEF Form
  • Official Occasions & Entertainment Expenditure (OOEF) Policy Chart
  • DDCE Official Occasion Greater than $2k form
• Procard Management
  • 2020-2021 Cycle Dates
  • Procedures for ProCard Holders
  • ProCard Application and Issuance Process
  • Appropriate Conduct with ProCard
  • ProCard Usage
  • DDCE Procard Voucher Preparation
  • Payment Voucher Processing
  • Upload VP7 Vouchers
  • Procard Missing Receipt Form
  • Reporting Requirements for Misuse
  • Consequences of Misuse
  • ProCard Cancellations
  • Contact Information
• Scholarships – a web-based system in FRMS used to process cash prizes and departmental scholarships and fellowships. DDCE guidelines are found here.
• UTMarket – eCommerce system and AskUS help
• TXShop –  Forms, manuals and training materials
• Payment Services
  • Point Plus – Purchase order system and DDCE Business Contact help
  • Purchase Orders
    • Disencumbering old funds – See DDCE guidelines regarding disencumbering funds on old purchase orders.
  • Payment Vouchers
    • Payment voucher checklist
    • VP1 – An electronic document used when paying for services rendered or material that doesn’t require a purchase order.
    • VP2 – An electronic document used when paying for services rendered or material that doesn’t require a purchase order.
    • VP3 – Et Al payment request – An electronic document used to pay many vendors for the same service.
      
    • VP5 – Electronic travel voucher payment
    • VP6 – Electronic Travel Voucher used by Travel Management
    • VP7 – An auto-generated electronic document generated programmatically by Accounts Payable to charge university accounts for Procurement Card purchases
    • VP9 – Electronic document designed to pay for supplies purchased on the Web from vendors set up with the University for e-billing, such as Office Depot, and other approved online vendors.
    • VPE – An electronic document used to pay entertainment expenses. It requires dean or vice president approval.
    • VT6 – Correction of charges (most voucher types)
    • Prompt Payment Interest Rate
    • Vendor Resources
    • State vs Local Funds
• Campus Distribution Services (CDS) – Formerly Central Receiving – is the primary location for deliveries to the campus; Upon receipt of shipments, Campus Distribution Services will check for visible damage, scan, tag, and deliver items to the requesting department or individual on campus;CDS is managed by Document Solutions.
  • Track Your Package
  • Frequently Asked Questions
• Exclusive Acquisition Justification (formerly Sole Source Info)
  • Exclusive Acquisition Justification (EAJ) FormExclusive Acquisition Justification Form Template for Original
  • Equipment Manufacturer (OEM) for Maintenance and RepairExclusive Acquisition Justification Form
  • Template for Software Maintenance Agreement with Original LicensorExclusive Acquisition Justification
  • (EAJ) Form Instructions and SamplesEAJ Procedure Update Presentation

Training

• E-Billing Payment Vouchers (VP9) – Slideshow – **
• Payment Vouchers (VP1, VP2) – Handout
• Payment Vouchers (VP1, VP2) – Slideshow – **
• Payment Vouchers – Part 1 – (55 minutes) – Webcast – ¹
• Payment Vouchers – Part 2 – (50 minutes) – Webcast – ¹
• Procurement Card Program – Web page
• Procurement Card Voucher (VP7) – Handout
• Procurement Card Voucher (VP7) – Slideshow – **
• Regenerating Transactions – Video – +
• Creating Purchase Requests – Video – +
• E-Billing Payment Vouchers (VP9) – Slideshow – **
• Independent Contractor Guidelines & Overview
• Procurement Card Program – Web page
• Procurement Card Voucher (VP7) – Handout
• Procurement Card Voucher (VP7) – Slideshow – **
• UT Market Training Resources- Web page

Forms

References

Tools