Purchasing Methods (How to Buy Stuff)

There are four recognized methods for buying goods or services on UTD's behalf:

Petty Cash

For purchases less than $50, an authorized employee may secure the item(s) using personal funds and then seek reimbursement. A Purchase Requisition is completed with an authorized signature and the original receipt attached. This document is then presented for reimbursement to the Bursar Office in the McDermott Library.

Small Order System (SOS)

Most departments at UT-Dallas have been provided SOS privileges. The SOS is a purchase order form given to authorized departments which allows for the purchase of goods/services valued at less than $500. It requires an authorized department signature before it is valid. Once the order is placed, the department must distribute copies of the SOS purchase order to Purchasing and Receiving within 48 hours.

Purchase Requisition

This is the normal manner of purchasing used at UT-Dallas. The department determines its needs, types it either on-line into the e-Requisition form available on the e-forms page, or on a hard copy Purchase Requisition form. The requisition is approved by the account manager and sent to the Purchasing section of Procurement Management for handling. Purchasing will place the order and provide the originating department with a copy of the PO (hard copy or electronic).

Procurement Card (Mastercard)

This credit card is issued to authorized individuals and used for small dollar purchases. The card is restricted to certain types of purchases and maximum dollar amounts, but results in reduced paperwork, automated charge-back and prompt payment to the vendor.

The detailed procedures related to purchasing at UT-Dallas can be found in the Policies and Procedures Manual Vol IIB, Section E.

The University of Texas at Dallas Procurement Management is committed to obtaining in a timely, lawful and cost-efficient manner the goods and services needed to benefit the University's mission: to provide educational and research programs of the highest quality.