The HBP Content Updates page displays links to new content that is added to the HBP. It also displays links to content that is updated, along with an explanation of what part of the content changed. Links to new and updated content remain posted on this page for at least six months.
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A quarterly email notification is sent to members of the Council of University Business Officers (CUBO) and the HBP News List with information about new and updated content that was added to the Handbook of Business Procedures in the previous quarter. To subscribe to the HBP News List, go to UT Lists and click Subscribe on the left-hand side of the page.
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New Content
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Updated Content
Updated Content
Section
Date Updated
11.5. TRAVEL REIMBURSEMENTS - GENERAL INFORMATION
Updated section R
May 28, 2021 11.5.5. NON-EMPLOYEE TRAVEL REIMBURSEMENT PROCEDURES
Add an additional paragraph to the Introduction section
May 19, 2021 5.4. UNRELATED BUSINESS INCOME TAX (UBIT)
Updated last sentence from "If you believe your department may be involved in activities that may be subject to tax, please contact Andrew Gordon in the Office of Accounting and Financial Management at agordon@austin.utexas.edu" to now read, "If you believe your department may be involved in activities that may be subject to tax, please contact the Tax Services department of Accounting and Financial Management at tax.ubit@austin.utexas.edu."
May 17, 2021 3.1. INTRODUCTION AND RESOURCES
Updated language from "A comprehensive list of user resources for budget preparation, budgetary position funding (HRMS), commitments, and allocations" to the following "A comprehensive list of user resources for budget preparation, such as links to recommended reports, budgeted funding, the Budget Update Document, the Commitment Application, and Workday Allocation Details."
April 08, 2021 Updated the language on specific funding type for co-sponsorship
February 01, 2021 Updated the responsible person indicator in Section A. Oversight
January 15, 2021 Correct references throughout the section that refers to Bevo Bucks instead of Bevo Pay
January 15, 2021 Updated the language concerning pre-employment credit reports
January 15, 2021 Updated Hyperlinks in Section A. Introduction
"The University of Texas at Austin issues an ID card to current faculty, staff, and students, which is a photo identification and may be used as a debit card for Dine In Dollars and Bevo Bucks. Initial card requests must be made in-person at the University ID Center. The request must be accompanied by a valid, current government-issued photo ID such as a driver's license, passport, or military ID."
January 04, 2021 20.1. Introduction and Resources
Updated the Hyperlink for 20.7.4. Contact and Payment Procedures for Document Destruction Vendor to link directly to the new 20.7.3. CONTACT AND PAYMENT PROCEDURES FOR DOCUMENT DESTRUCTION VENDORS page.
December 10, 2020 Updated the title from 7.7.12. Purchasing and Licensing Software to 7.7.12. Software Licenses
December 10, 2020 Updated the "list of SDNs" link to an updated URL.
November 17, 2020 7.8.2 PROCARD APPLICATION AND ISSUANCE PROCESS
Updated the previous "apply" link to an updated URL.
November 17, 2020 24.1. INTRODUCTION AND RESOURCES
Updated the link Texas Administrative Code, Statewide Annual HUB Utilization Goals to Texas Administrative Code, Title 34, Chapter 20, Subchapter D, Division 1, Sections §20.281 to §20.298
November 6, 2020 Section D. Overnight Travel in Texas, 1. State Accounts. Updated the Reimbursements for travel to a Texas city from $149 to $151.
October 27, 2020 24.3. FEDERAL SMALL BUSINESS PROGRAM
Changed the $700,000 to be $750,000
October 19, 2020 20.7.3. CONTACT AND PAYMENT PROCEDURES FOR DOCUMENT DESTRUCTION VENDORS
The Texas State Comptroller and the Texas State Library have renewed the document destruction services contract with new information.
September 3, 2020 9.1.7. Advances For Research Subjects And Survey Participants
Removed requirements to pay UT employees through Payroll Services.
April 15, 2020 Now includes information on receiving 1099-MISC and 1042-S forms electronically.
February 28, 2020 9.2.7. Payment Generation and Distribution
Updated link for Check Distribution Code “P” For All Check Pick Up In Person.
February 26, 2020 Removed language which excluded Airbnb as an acceptable short-term rental.
February 11, 2020 The following sections of the HBP have been redrafted to reflect updated policies and procedures:
7.8. The Procurement Card Program
7.8.1. Procedures for ProCard Holders
7.8.2. ProCard Application and Issuance Process
7.8.3. Appropriate Conduct with ProCard
7.8.5. Payment Voucher Processing
January 21, 2020 19.1.1. Vehicle Insurance and Related Claims
Automobile Loss Notice form (ACORD) for UT owned vehicles updated for FY 19-20.
November 12, 2019 24.3.1. Individual Subcontracting Plan
Section B was updated with a link to the Small Business Plan Worksheet
November 8, 2019 19.1.1. Vehicle Insurance and Related Claims
Vehicle packet for UT owned vehicles updated for FY 19-20.
September 26, 2019 2.2.1. Education and General Funds - 14- and 20-Accounts
Section D was updated with specific restrictions for state appropriated funds.
June 19, 2019 2.2.10. Agency Funds - 41-Accounts - Updates were made throughout the page
June 3, 2019 10.1. Introduction and Resources - Updates were made throughout the page
May 28, 2019 20.2.1. Records Management Services Documents
Amendment 4 was added to the list of amendments under the University of Texas Records Retention Schedule (UTRRS) 7th Recertification.
May 24, 2019 20.1. Introducution and Resources
Removed statement about reference materials.
May 24, 2019 10.3.1. Purpose - Updates were made throughout the page.
10.3.2. Responsibilities - Updates were made throughout the page.
10.3.3. General Information About Service Centers - Updates were made throughout the page.
10.3.4. Expenditures/Costs - Updates were made throughout the page.
10.3.5. Rate Setting - Updates were made throughout the page.
10.3.6. Types of Service Centers - Updates were made throughout the page.
10.3.7. Requesting and Approving a Service Center - Updates were made throughout the page.
10.3.8. Service Center Administration - Updates were made throughout the page.
10.3.9. Taxes - Updates were made throughout the page.
10.3.10. Equipment - Updates were made throughout the page.
10.3.11. Closing a Service Center - Updates were made throughout the page.
March 29, 2019 Section B was updated to exclude the company Airbnb.
March 28, 2019 March 27, 2019 March 27, 2019 9.1.1. Entertainment and Official Occasion Expenses
The first paragraph in section M.1.b. Procard was changed from:
When using the Procard for entertainment and official occasion-related items, departments must attach a signed Official Occasion Expense Form (OOEF) for each purchase and include the form as a basic part of the back-up documentation retained for the Procard at the departmental level. If purchasing alcohol from grocery stores using the Procard, the OOEF requires advance approval by the applicable dean, vice president, or official delegate. Backup documentation is subject to review and must be provided upon request for auditing purposes.
to:
When using the Procard for entertainment and official occasion-related items, departments must attach a signed Official Occasion Expense Form (OOEF) for each purchase and include the form as a basic part of the back-up documentation retained for the Procard at the departmental level. If purchasing alcohol from grocery stores using the Procard, the OOEF requires advance approval by the applicable dean, vice president, or official delegate. Backup documentation is subject to review and must be submitted with the receipt of purchase as supporting documentation to Records Imaging Services (refer to HBP 7.8.5. Post Purchase section C. Record Keeping and Retention).
March 12, 2019 9.1.7. Advances for Research Subjects and Survey Participants
The last paragraph in section C was changed from:
University employees must be paid on a *DEFINE OV2 payroll voucher for participant fees of any amount. The Individual Receipt Form must be attached to the OV2 as support for the payment.
to:
University employees must be paid through payroll in Workday for participant fees of any amount. The Individual Receipt Form must be attached as support for the payment.
March 12, 2019 February 26, 2019 2.2.8. Unexpended Plant Funds - 36-Accounts
The Capital Improvement Plan (CIP) threshold in the second bullet of section C was updated from $4 million to $10 million.
The group name for CIP projects in the third bullet of section C was changed from "UT System Office of Facilities Planning and Construction" to "UT Austin Capital Planning and Construction."
February 26, 2019 Updated the Cash Awards section in Part B.1. from:
Cash (monetary) awards to employees for any amount must be processed through Payroll Services. Departmental awards for employees must be approved in advance by the dean or vice president of the awarding college or department and submitted to Payroll Services. Award program approval letters sent to deans and vice presidents must contain signature approval and include the following information: award name, selection criteria, frequency, amount per award, and account number(s).
to:
Cash (monetary) awards to employees for any amount must be processed through Payroll Services. These should be submitted as One-Time Payments in Workday and cannot be paid using state funds (14 or 20 accounts). An award program letter, approved in advance and signed by the dean or vice president of the awarding department, must be attached to the One-Time Payment. Signed award program letters must include the following information: award name, selection criteria, frequency, amount per award, and account number(s).
February 13, 2019 The Camp Insurance claim form was renamed in Section 3 from Summit America Insurance claim form.
January 2, 2019 Entire section was updated with new links and revised language.
December 21, 2018 Section 2 was updated with new information about Gift Cards.
December 21, 2018 9.1.1. Entertainment and Official Occasion Expenses
Section M.1.C was updated with the addition of Commons Event Services.
December 18, 2018 December 13, 2018 Section B was updated from:
The following original receipts are required for reimbursement:
- Airline receipts Rental car receipts
- Gasoline receipts
- Bus, taxi, train receipts (for travel between cities)
- Lodging receipts
- Itemized meals receipts (when rules allow exceptions to limits)
- Registration receipts
- Miscellaneous expenses
Receipts are not required within a city for all other transportation, but the expenses must be itemized by date, locale, type, point-to-point, and amount. Receipts for parking expenses are not required.
to:
The following original receipts are required for reimbursement:
- Airline ticket receipts if the traveler paid for the ticket
- Car rental receipts
- Gasoline receipts
- Taxi, bus, or train receipts for travel between cities
- Lodging receipts which must include the hotel/motel, or Airbnb folio card showing itemized costs
- Itemized meal receipts when rules allow exceptions to the limits
- Registration receipts if registration was paid for by the traveler
- Miscellaneous expenses
Receipts are not required within a city for all other transportation, but the expenses must be itemized by date, locale, type, point-to-point, and amount. Receipts for parking expenses are not required.
December 10, 2018 Part 13. Payroll Services
13.1. Introduction and Resources - Updates were made throughout the page.
13.2. Payroll - General Information - Updates were made throughout the page.
13.2.1. Salary and Wages - Updates were made throughout the page.
13.2.2. Encumbered and Unencumbered Payments - Updates were made throughout the page.
13.2.3. Pay Frequency - Updates were made throughout the page.
13.2.4. Employee’s Payroll Profile - Updates were made throughout the page.
13.2.5. Replacement Paychecks - Updates were made throughout the page.
13.2.6. Unclaimed Paychecks - Updates were made throughout the page.
November 12, 2018 The reimbursement limit in section D was updated from $144, of which meals can be up to $51 per day, to $149, of which meals can be up to $55 per day.
October 31, 2018 Section A.2. was updated to clarify that Gift Cards may not be purchased for any employee. Gift cards may only be purchased for research/study purposes or as an award. Recipient information for gift cards over $50 in value must be recorded and sent to Contractor Services.
October 22, 2018 19.1.3. Equipment Insurance and Related Claims
Section B was updated to reflect the current policy period and the new rate of $0.50 per $100 (was $0.60 per $100).
The Radio Tower/Outdoor Equipment Insurance Request Form was added to section F.
October 4, 2018 7.5.9. HUB Subcontracting Requirements (HSP)
This page's body was changed from:
When the value of a competitive solicitation is expected to be $100,000 or greater and there is an expectation that subcontracting opportunities exist, the university requires that a Historically Underutilized Business (HUB) Subcontracting Plan be submitted as part of the response.
The HUB subcontracting plan requirement is included in formal solicitation documents. For procurements made through existing contracts or exclusive acquisition determinations, a HUB subcontracting plan is not required.
For more information about HSP requirements, contact the HUB/SB Staff.
to:
When the value of a procurement is expected to be $100,000 or greater, the Historically Underutilized Business (HUB) and Small Business (SB) Office will make a determination regarding subcontracting opportunities and the need for a HUB Subcontracting Plan (HSP). Any resulting documentation will be included in the purchase order or contract file.
For more information about HSP requirements, see the Handbook of Business Procedures 24.2.1 HUB Subcontracting Plans (HSP) or contact HUB/SB Office Staff.
September 24, 2018 24.1. Introduction and Resources
The second paragraph in section A was changed from:
The HUB/SB Program Office operates within the Office of the Senior Vice President and Chief Financial Officer, under the direction of the HUB/SB Coordinator/Director. The HUB/SB staff is comprised of staff associates working in the HUB/SB Program Office and in the Project Management and Construction Services HUB Services section.
to:
The HUB/SB Program Office operates within the Procurement and Payment Services department, under the direction of the Assistant Vice President of Procurement, Payments Services, and Business Contracts, who is also the current HUB/SB Coordinator. HUB/SB staff is comprised of the HUB/SB Director and associates working in the HUB/SB Program Office and in the Campus Planning and Project Management and Project Management and Construction Services departments.
September 20, 2018 7.8. Procurement Card (Procard) Program
This page was rewritten to serve as an introduction and overview for the new subsections added September 7, 2018.
September 7, 2018 11.5.5. Non-Employee Travel Reimbursement Procedures
Part D was changed from:
D. Reimbursements to Ten or More Non-Employees
If ten or more non-employees are to be reimbursed for travel expenses incurred to attend a single event and will not be paid for services or receive a stipend or honorarium, a Blanket Authorization of Professional Services (APS) may be prepared in lieu of preparing a Request for Travel Authorization (RTA) for each traveler. A list of participants' names must be submitted with the Blanket APS so that hotel and airfare expenses can be direct-billed.
As a general rule, an APS may not cross fiscal years; this includes an APS for payments for services or honoraria. The exception to this rule is a "travel-only" APS, which may span fiscal years if the start date and end date of the trip occur in different fiscal years.
If there is a signed hotel contract in place, rather than a Blanket APS, a memo from a department chair/center director may be submitted with a list of participants’ names identifying any current employees and including the appropriate RTA number.
to:
D. Reimbursements to Ten or More Non-Employees
If ten or more non-employees are to be reimbursed for travel expenses for one of the listed activities on the Exempted Services Authorization form, then prepare this form in lieu of preparing a Request for Travel Authorization (RTA) for each traveler. For direct-billing of hotel, rental car and airfare expenses, a list of participants' names must be submitted with the Non-Employee Travel Authorization form.
If there is a signed hotel contract in place, include with a copy of the hotel contract a completed Non-Employee Travel Authorization form with a list of non-employee participants’ names, and if any employees, include a copy of the appropriate RTA.
August 30, 2018 The reference to "Departmental Business Officer" in section C was updated to "CSU Business Officer."
Section D.2 was changed from:
2. Professional services
If the traveler expects to use the cash advance to pay for any nonemployee services (guides, field workers, participants in studies, guest lecturers, transcribers, etc.) or travel costs (meals, hotels, bus, airfare, etc.), a completed Authorization for Individual Services(PBS) document (for individual authorization) or Authorization of Professional Services Form (APS) form (for 26-accounts and blanket authorizations) must be included for each event.
to:
2. Professional services
If the traveler expects to use the cash advance to pay for any nonemployee professional services (guides, field workers, participants in studies, transcribers, etc.) or travel costs (meals, hotels, bus, airfare, etc.) while traveling abroad, then add this information to the Travel Cash Advance Request Form. If any services are expected to be long-term or continuous then a business contract might be warranted instead of using a travel cash advance thus contact the Business Contract Office for assistance.
August 30, 2018 References to the Authorization for Professional Services (APS) form were changed to Non-Employee Travel Authorization form.
August 30, 2018 9.1. Expenditure Procedures Introduction and Resources
Email addresses, voucher types, and processing office names were updated.
August 30, 2018 7.11.4. University Terms and Conditions
A new section of the Terms and Conditions of Orders was added: Section IV: Photography Provisions
August 6, 2018 9.1.1. Entertainment and Official Occasion Expenses
Sections M.1.f. and M.1.g were combined to clarify that the university is exempt from both state sales tax and mixed beverage sales tax. Section M.1.h was relabeled M.1.g.
June 27, 2018 7.7.3. Purchase From Former Employee
The contents of this page were removed from the HBP:
"The purchase of goods and services from a former university employee can be made only after the employee has been separated from the university for a period of more than one year. A department entering a requisition for the purchase of goods or services from a former employee must include that information in the supporting documentation to the Purchasing Office, along with the date the individual separated from the university.
Purchases from former employees are reviewed and approved by the director of procurement and payment services."
June 26, 2018 16.2. Acquisition of Equipment
Updated section E from "Once the transfer has been approved by the property manager, the department needs to either schedule an appointment with Inventory Services by emailing INVtagging@austin.utexas.edu for the items to be tagged or send the tagging information to Inventory Services within the 10 or 30 day timeline depending on the ownership of the item(s)."
to
"Once the transfer has been approved by the property manager, the department needs to send the tagging information to Inventory Services within the 10 or 30 day timeline depending on the ownership of the item(s)."
In section F, a reference to "self-tagging departments" was changed to "departments". In addition, the following sentence was removed:
"Departments that do not tag their own equipment must send a tagging request to INVtagging@austin.utexas.edu as soon as equipment is received."
June 18, 2018 The following bullet point was removed:
The American Recovery and Reinvestment Act (ARRA)
The goal of the ARRA is to create new jobs, save existing jobs, and foster economic growth. University purchases funded wholly or partially with federal funds that are subject to ARRA reporting require that the awarded vendor comply with all applicable provisions of ARRA. If an award exceeding $25,000 is issued to a vendor, the vendor must identify the jobs created and/or retained as a result of receipt of ARRA funds. Information is reported by the university to the federal government. For more information about ARRA reporting, see the Office of Sponsored Projects’ American Recovery and Reinvestment Act – ARRA website.June 1, 2018 Updated the third bullet in section A from "ITB opportunities are sent to known suppliers who provide the good or service. An ITB opportunity is also publically posted on the BidWeb website and on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website so that any supplier may submit a response."
to
"ITB opportunities are sent to known suppliers who provide the good or service and publically posted on the Formal Bid Opportunities website so that any supplier may submit a response."
Updated #9 in section B from "All bidders or proposers are notified by the Purchasing Office when an award is made, and the results are publically posted on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD)website."
to
"All bidders are notified by the Purchasing Office when an award is made."
May 10, 2018 Updated the third bullet in section A from "RFP opportunities are sent to known suppliers who provide the good or service. An RFP opportunity is also publically posted on the BidWeb website and on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website so that any supplier may submit a response."
to
"RFP opportunities are sent to known suppliers who provide the good or service and publically posted on the Formal Bid Opportunities website so that any supplier may submit a response."
Number 13 in section B "The award results are publically posted on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website" was deleted, and #14 was renumbered #13.
May 10, 2018 7.5.8 Request for Information (RFI) - Used to Gather Information and Specifications
Updated the first paragraph in section A from "A Request for Information (RFI) is used to collect additional information about features and specifications of a product or service. This process is used when the department and the Purchasing Office do not have sufficient information to develop an appropriately detailed scope of work (SOW) to be used in a subsequent solicitation. The solicitation is open to all prospective vendors and is publically posted on theBidWeb website and on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website so that any vendor may submit a response. A vendor is not required to respond to the RFI in order to submit a proposal."
to
"A Request for Information (RFI) is used to collect additional information about features and specifications of a product or service. This process is used when the department and the Purchasing Office do not have sufficient information to develop an appropriately detailed scope of work (SOW) to be used in a subsequent solicitation. The solicitation is open to all prospective suppliers and is publically posted on the Formal Bid Opportunities website so that any supplier may submit a response. A supplier is not required to respond to the RFI in order to submit a proposal.An RFI adds time to the overall solicitation process, but can be valuable in situations where:"
References to "vendor" were updated with "supplier."
May 10, 2018 7.11.2. Bid and Proposal Submission Requirements
Updated the fourth bullet in Section B from "Bid Opening - University Purchasing Office bid openings are conducted in the Main Building and are open to the public. Interested bidders may request that a specific bid be read aloud by appearing in person at the bid opening site when bids are scheduled to open. For information about the bid opening, contact the solicitation’s designated buyer."
to
"Bid Opening - Public bid openings are not generally conducted by the Purchasing Office. If a public opening is planned, the solicitation will note the details so interested parties may attend."
Updated the last paragraph in section C from "All bidders or proposers are notified by the Purchasing Office when an award is made, and the results are publically posted on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website."
to
"All bidders or proposers are notified by the Purchasing Office when an award is made."
May 10, 2018 Updated the first two paragraphs in section A from: "Prior approval for all business travel is required for absences of employees from the campus or other designated headquarters for periods of half a day or more during the normal working period, whether or not there is a cost to The University. Non-employees and students not traveling as employees (traveler types N and S on an electronic Request for Travel Authorization) are not required to have prior approval before claiming travel reimbursements. Payment Services does not require travel authorization for personal absences such as vacation.
An electronic Request for Travel Authorization (RTA) should be completed. Approval is delegated to the immediate supervisor."
to:
"All travelers should submit an electronic Request for Travel Authorization (RTA) for business travel. Prior approval for all business travel is required for absences of employees from the campus or other designated headquarters for periods of half a day or more during the normal working period, whether or not there is a cost to the university. Prospective employees (traveler type P on an RTA) also require prior approval before travel dates. Non-employees and students not traveling as employees (traveler types N and S) are not required to have prior approval. All travelers must submit an RTA before claiming travel reimbursements. Payment Services does not require travel authorization for personal absences such as vacation.
Approval of an RTA is delegated to the immediate supervisor."
May 3, 2018 9.1.1. Entertainment and Official Occasion Expenses
The following sentence was added at the end of the second paragraph in section D: "Delegates must hold a higher-level administrative position."
May 2, 2018 The following six reasons for premium class airfare reimbursement were added to section C, part 1. Commercial Air:
- Traveler has a health issue documented by a doctor
- Exception must be requested for each trip. Letter from your doctor must be sent to Travel Management Services office. Letters documenting chronic conditions can be held on file for one year but must be renewed yearly. (State and institutional fund accounts only)
- It is the only seat available on the flight, and the traveler must be on that flight
- Written documentation of business reason traveler must be on specific flight and written confirmation of last seat availability from a UT contracted travel agency is required. (state and institutional fund accounts only))
- It is the lowest available airfare
- Written documentation from a UT contracted travel agency is required to be sent to Travel Management Services. (state and institutional fund accounts only)
- The traveler has a fully executed contract or written agreement with the university that requires it.
- A copy of the written agreement must be sent to Travel Management Services with each request. (institutional fund accounts only)
- Another entity will reimburse the department for the airfare.
- Written confirmation from the other party is required to be sent to Travel Management Services. The department is responsible for ensuring the funds are reimbursed and deposited into the departmental account. (institutional funds only)
- Research grant allows it
- A copy of the applicable section of the grant must be sent to Travel Management Services with each request. (grant accounts only)
May 1, 2018 7.6.3. Additional Thresholds for U.S. Government Prime Contracts
References to "vendor" were updated to "supplier"
References to "departments" were updated to "colleges, schools, and units (CSUs)"
The following text was removed:
Purchases Greater than $100,000
- The vendor must certify compliance with any applicable Federal Acquisition Regulation (FAR) clauses, including Debarment, prior to award.
- For requests that are competitively bid, the Purchasing Office documents a summary of the vendors that were solicited through the federal Dynamic Small Business Search (DSBS) database and posts the award of the successful vendor on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website.
For requests that are competitively bid, the Purchasing Office documents a summary of the vendors that were solicited through the federal Dynamic Small Business Search (DSBS) database and posts the award of the successful vendor on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website.
April 20, 2018 April 4, 2018 9.1.1. Entertainment and Official Occasion Expenses
Mentions of "vice president equivalents" were removed throughout the page.
April 6, 2018 Glossary of Business and Financial Terms
Definition for "vice president equivalents" was removed.
April 6, 2018 9.1.7. Advances for Research Subjects and Survey Participants
The following line was added to the first paragraph in section F: "except for university employees; refer to 9.1.7.C."
March, 22, 2018 9.1.6. Use of Credit Cards for Official University Business
The fourth paragraph in section C was updated from "Advance approval by the Executive Vice President and Provost is also required to serve alcohol on campus. This approval must be submitted with the Official Occasion Expense Form. Vouchers will be rejected if the Provost's prior approval has not been obtained."
to
"Advance approval by an approved delegate is required to serve alcohol in campus facilities, including leased spaces. This approval must be submitted with the Official Occasion Expense Form. Vouchers will be rejected if a delegate’s prior approval has not been obtained. For more information, refer to the Request Exception to Serve Alcoholic Beverages at an Event on Campus page."
March 7, 2018 9.1.1. Entertainment and Official Occasion Expenses
Updates made to section D to clarify who can and cannot approve expenditures and exceptions.
The following text was added to sections D, E, and F: "Exceptions for the deans, vice presidents, vice president equivalents, executive vice president and provost, senior vice president and chief financial officer, and president require additional higher level approval, regardless if the payment is by reimbursement or direct payment to the vendor. Refer to section“9.1.1.D Oversight of Entertainment Expenditures” for approval hierarchy."
February 28, 2018 The following sentence was added at the end of the first paragraph in section C. Foreign Travel: "Travelers must also comply with UTS190 International Travel Policy."
February 27, 2018 References to the Travel Section in Shared Services were updated to Cash Advance Section in Payment Services throughout the page.
References to Diners Club Travel Credit Card were updated to Citibank Individual Liability Travel Card in section B. Justification.
February 26, 2018 9.1.6. Use of Credit Cards for Official University Business
In section 2. Travel:
References to Citicorp Diner's Individual Travel Card were updated to Citibank Individual Liability Travel Card.
References to Diner's Club were updated to Citibank.
February 26, 2018 The following was added before section A: "Effective January 1, 2018 the University intends to treat all relocation or moving expenses as taxable per Tax Cuts and Jobs Act 2017. Updates to this section of the Handbook of Business Procedures will be completed as soon as IRS provides guidance."
February 19, 2018 5.4. Unrelated Business Income Tax (UBIT)
Updated the contact information at the bottom of the page to Sandhya Akella in the Office of Accounting and Financial Management at sandhya.akella@austin.utexas.edu.
February 9, 2018 11.1. Travel Introduction and Resources
The mileage rate listed on slide 50 of the Travel Rules and Regulations slideshow was increased from 53.5 to 54.5 cents, and the effective date was changed from January 1, 2017 to January 1, 2018.
December 19, 2017 Updates made throughout.
December 6, 2017 24.3. Federal Small Business Program
Updates made throughout.
December 6, 2017 Section A and B purchase thresholds were raised from $5,000 to $15,000, references to "departments" were updated to the new term, "colleges, schools and units (CSUs)," and various other updates were made.
December 1, 2017 7.6.3. Additional Thresholds for U.S. Government Prime Contracts
The first heading in section B was changed from "Purchases Greater than $30,000" to "Purchases Greater than $35,000."
December 1, 2017 References to Texas Procurement and Support Services (TPASS) were updated using the agency's new name, Statewide Procurement Division (SPD).
November 17, 2017 24.2.4. HUB Reporting Requirements
References to Texas Procurement and Support Services (TPASS) were updated using the agency's new name, Statewide Support Services Division (SSSD).
November 17, 2017 7.5.2. Use of Existing Contracts
Updates made throughout page.
November 16, 2017 The reimbursement limit for travel to a Texas city for any county not listed in the federal rate tables was increased from $142 to $144.
November 7, 2017 9.1.7. Advances for Research Subjects and Survey Participants
Updates made throughout page.
September 29, 2017 6.1. Cash Handling Introduction and Resources
Updated section A. Introduction from "Cash handling at all University of Texas component institutions is governed by University of Texas Board of Regents' Rules Series 22201.
University of Texas Board of Regents' Rules Series 22201*"
To: "Cash handling at all University of Texas component institutions is governed by UT System Policy 166 Cash Management and Cash Handling Policy.
May 16, 2017 16.4. Removal of Equipment From the Inventory
Removed the following line from section G.2:
For details on the procedure, refer to the Process for Removing Items Where the Proceeds from Sale Could Exceed $25,000 procedures.May 10, 2017 7.1. Introduction and Resources, 7.6.4. Federal Reporting
Links and references to the Central Contractor Registration (CCR) system were updated to reflect the name of its replacement, the System for Award Management (SAM).
May 8, 2017 10.3.2. Responsibilities, 10.3.4. Expenditures/Costs, 11.4. Cash Advance for Travel
References to "UBOC member" were updated to reflect the new position name, "business officer."
April 25, 2017 24.1. Introduction and Resources, 24.3. Federal Small Business Program, 24.5.1. Vendor Guidelines for Doing Business with the University of Texas at Austin as a Historically Underutilized Business (HUB) or Federal Small Business Concern
Links and references to the Central Contractor Registration (CCR) system were updated to reflect the name of its replacement, the System for Award Management (SAM).
April 19, 2017 Updated the text in i. Unspent Funds from "Upon completion of a contract, the associated University account is closed, and net proceeds are transferred to a centrally administered project adjustment account. The project adjustment account will be maintained at a funding level sufficient to cover forecasted uncollectible accounts receivable amounts (bad debt). Any amount in excess of the total annual forecasted bad debt will be transferred to the Vice President for Research to provide seed funding for research initiatives.
Office of the Vice President for Research"
to
"Upon completion of a contract, the associated University account is closed, and net proceeds are transferred to a centrally administered project adjustment account. The project adjustment account will be managed by the Office of the Executive Vice President & Provost and used to support research administration and initiatives."
April 11, 2017 Changed "All internal users must be charged the same rate(s) for the same level of service or products under the same circumstances." to "All internal users must be charged the same rate(s) for the same level of service or products." in section B.
April 10, 2017 20.4.1. Unit Records Manager (URM) Responsibilities
Page title, URL, and content were updated to reflect the new name of the Departmental Records Management Contact (DRMC): Unit Records Manager (URM)
April 6, 2017 20.1. Introduction and Resources, 20.4 Departmental Records Management - General Information, 20.4.2. Records Inventory, 20.4.3. Records Management Plan
References to "Departmental Records Management Contacts (DRMC)" were updated to the new title, "Unit Records Managers (URM)."
April 6, 2017 20.2.1. Records Management Services Documents
Added amendment dates to Section A:
The University of Texas at Austin Records Retention Schedule (UTRRS) (PDF)
7th Recertification November 10, 2014
Amendment 1 – March 24, 2016
Amendment 2 – April 28, 2016
Amendment 3 – February 28, 2017March 23, 2017 Added the following to section B:
7. The purchasing buyer may need to take steps to determine if pricing received from a bidder is fair and reasonable (ref. FAR 15.404-1). This can be done by comparing the proposed price to that of a same or similar item by reviewing: historical prices paid; published price lists; or
- historical prices paid;
- published price lists; or
- prices obtained through market research, including Web research.
The purchasing buyer should also confirm with the respondent that the pricing is the best pricing available and that no other discounts or incentives are available to the university.
February 24, 2017 7.6.3. Additional Thresholds for U.S. Government Prime Contracts
$25,000 changed to $30,000 and $650,000 changed to $700,000 in section B.
February 22. 2017 $700,000 changed to $750,000 in section C.
February 22. 2017 19.1.3. Equipment Insurance and Related Claims
Updated the following:
B. Rates
Equipment insurance for the current policy period (November 1, 2016 – October 31, 2017) can be purchased at a rate of $0.60 per $100 of equipment value for most items, and $1.25 per $100 of equipment value for airborne or waterborne use items. Any equipment permanently housed in an outdoor environment is subject to a rate of $1.07 per $100 of equipment value.
January 30, 2017 15.1. Introduction and Resources
Added the following to to section A:
SAR has delegated to the International Office the acceptance of foreign wires on behalf of international students that are for payment of their tuition and fees and other student bills. Specific requirements and processes for acceptance of these foreign wires will be maintained by the International Office and approved by SAR.
January 25, 2017 Removed "security deposits" from the list of taxable reimbursements.
January 20, 2017 7.1. Introduction and Resources
Updated the location of the Purchasing Office.
January 9, 2017 7.1. Introduction and Resources, 7.5.6. Request for Proposal (RFP), 7.7.1. Purchase of Used Equipment, 7.7.2. Purchase From Employee or Relative of Employee, 7.7.3. Purchase from Former Employee, 7.7.6. Purchase and Payment Methods for Technology Purchases, 7.7.8. Incidental Purchases, 7.11.3. Vendor Protests, Disputes, and Resolutions, 9.1.2. Other Reimbursements, 9.1.4. Prepayments, 9.1.5. Communication Device Allowance, 16.4. Removal of Equipment From the Inventory
Updated references to the Director of Procurement and Payment Services
December 13, 2016 Commuting expenses added to section C.
December 7, 2016 Changed $140 to $142 in section D.
November 10, 2016 20.2.2. How to Use The University of Texas at Austin Records Retention Schedule (UTRRS)
Updates made throughout page.
October 18, 2016 20.4.1. Departmental Records Management Contact (DRMC) Responsibilities
Updated Records Management courses.
October 7, 2016 7.5.2. Use of Existing Contracts
Updates made throughout page.
September 30, 2016 19.1.3. Equipment Insurance and Related Claims
Updated dates in section B.
September 23, 2016 20.2.2. How to Use The University of Texas at Austin Records Retention Schedule (UTRRS)
Updates made throughout page, added Note 5:
Note 5 – Contracts with a private contractor that will create, manage, or maintain state records must expressly provide that the contractor will comply with applicable state laws and University policies relating to the management, access, retention and destruction of state records. Refer to University of Texas at Austin Handbook of Operating Procedures 3‐1410 VII.D.5 and Handbook of Business Procedures Part 20.4.4 Contracts Pertaining to State Records.
Summary: If a unit chooses to contract with a third party who will create, manage, or maintain university records, the language of the contract must state that the third party will follow state laws and University policies regarding University records that are in its care.September 6, 2016 Updated references to UTRRS.
September 6, 2016 9.1.7. Advances for Research Subjects and Survey Participants
Changed "OV7" to "OV2" in section C.
August 3, 2016 Updates made throughout page.
July 20, 2016 9.1.7. Advances for Research Subjects and Survey Participants
Updates made throughout page, added section L:
L. Reimbursement for Research Subjects and Survey Participants Expenses
A researcher can be reimbursed for research subjects and survey participants expenses without requesting a cash advance on a *DEFINE VP2 payment document but must follow sections C-G above using one of these two forms: Individual Receipt Form for Out of Pocket Expenses* or theMultiple Participant Receipt Form for Out of Pocket Expense* for these payments. If you use either of these two forms, you must also complete the Summary Reconciliation Sheet for Out of Pocket Expenses* for reconciliation totalsJuly 20, 2016 Updated the following:
Driver Training
- Driver Training Procedures: Check with supervisor or department contact for the procedures and the account number to which the training course fee should be charged.
June 29, 2016 9.1.1 Entertainment and Official Occasion Expenses
Updated the following:
D. Oversight of Entertainment Expenditures
Deans, vice presidents, and vice president equivalents may approve their own expenditures and exceptions; however official delegates may not approve their own expenditures, regardless if the payment is by reimbursement or direct payment to the vendor, and they may not approve any exceptions.
June 21, 2016 Updated the following:
5. If new hire doesn’t provide documentation of expenses for reimbursement, then a lump sum payment of the relocation allowance amount is processed on a Departmental (Manual) Payroll Voucher and submitted to Payroll Services along with a copy of the offer letter.
June 7, 2016 Added the following:
I. Hotel Rewards and Other Rewards Program
Subject to changes in state law, rewards such as hotel rewards and frequent flier miles earned as a result of individual business travel may be retained by the employee. However, employees that arrange group travel for their department may not use rewards for personal travel. Arranging conferences and events with hotels is also considered group travel. Rewards generated through university group travel bookings must be used for future university group travel. It is the responsibility of the department to monitor that rewards generated through university group travel bookings are used for future university group travel. Rewards programs incentives must not influence individual business travel decisions.
May 31, 2016 Updated the following:
3. Frequent Flyer Miles and Other Rewards Programs
Subject to changes in state law, rewards such as frequent flier miles or hotel rewards earned as a result of individual business travel may be retained by the employee. However, employees that arrange group travel for their department may not use rewards for personal travel. Arranging conferences and events with hotels is also considered group travel. Rewards generated through university group travel bookings must be used for future university group travel. It is the responsibility of the department to monitor that rewards generated through university group travel bookings are used for future university group travel. Rewards programs incentives must not influence individual business travel decisions.
An employee may be reimbursed for the cost of a buy one, get one free promotion. However, the amount of reimbursement is limited to the charges shown on the ticket with the employee's name.
May 31, 2016 9.1.1. Entertainment and Official Occasion Expenses
Updated the following:
H. Approval to Serve Alcohol in Campus Facilities
Advance approval by an approved delegate is required to serve alcohol in campus facilities, including leased spaces. This approval must be submitted with the Official Occasion Expense Form. Vouchers will be rejected if a delegate’s prior approval has not been obtained. For more information, refer to the Request Exception to Serve Alcoholic Beverages at an Event on Campus page.May 19, 2016 Content moved to 7.5.3. Exclusive Acquisition
May 10, 2016 Part 7. Purchasing Table of Contents
Changed 7.7.12. Purchasing of Licensing Software to 7.7.12. Software Licenses
7.5.2. Use of Existing Contracts
Updates throughout page.
Added to section 3. Emergency Purchase
7.6.1. Debarment and Suspension
Rewrote second paragraph
Added information to section B. Purchases Greater than $5,000
May 5, 2016 Updated reimbursement amounts in sections D and E.
May 2, 2016 19.1.2. Charter Bus Insurance Requirements
Added link to UT Systems Policy UTS157
April 29, 2016 Updated the List of UT Code Prefixes
April 17, 2016 7.7.12. Purchasing and Licensing Software
Section rewritten
April 12, 2016 Added the following:
-
OMB Uniform Guidance
The Office of Management and Budget (OMB) “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule” was released in the Federal Register on December 26, 2013 (2 CFR Chapter I, Chapter II, Part 200, et al.). Per the OMB website this guidance “will supersede requirements from OMB Circulars A-21, A-87, A-110, and A-122 (which have been placed in 2 C.F.R. Parts 220, 225, 215, and 230); Circulars A-89, A-102, and A-133; and the guidance in Circular A-50 on Single Audit Act follow-up.”The University of Texas at Austin will implement the Procurement Standards effective September 1, 2017.
March 8, 2016 Updated the following:
B. Purchase Requirements
A department should not process individual purchase orders monthly for any known, long-term requirements, including monthly water purchase. If the purchase of bottled water is an ongoing requirement and recurs on a monthly basis, an annual blanket purchase order must be in place. All water purchases must following these guidelines:
- For annual blanket orders or individual purchases of $15,000 or less, competitive bids are not required and the order may be processed on a PBO document. Additionally, the purchase may be processed on a procurement card (Procard) up to the maximum transaction limit for the card and keeping in mind that total is the annual total for blanket orders.
- For orders that total between $15,000.01 up to a maximum of $50,000, a minimum of three bids are required and the order should be processed on a PB3 document.
- For orders totaling over $50,000, formal bids must be solicited by the Purchasing Office and should be submitted on a PB4 document.
March 4, 2016 20.1. Introduction and Resources
Updated the following:
D. Resources
- Records Management Services (RMS)
- Handbook of Operating Procedures: 3-1410 Records Management
- OHS Contacts System – For designating Departmental Records Management Contact (DRMC)
- Records Management Services mailing list:
- How to Use The University of Texas at Austin Records Retention Schedule (UTRRS)
- Austin Task – A preferred vendor for secure destruction of confidential or sensitive records. For more information, refer to 20.7.4. Contact and Payment Procedures for Document Destruction Vendor.
- Handbook of Operating Procedures
- 20.2.1. Records Management Services Documents
- Legal sources
- Training
February 25, 2016 11.1. Travel Introduction and Resources
Added the following:
February 17, 2016 Updated the following:
B. General Requirements for Meals and Lodging Reimbursements
When traveling in-state or out-of-state on local or state funds, the meal expense reimbursement rate may be reduced and a corresponding amount used to increase the lodging reimbursement rate. However, lodging expense may not be reduced to increase the meal reimbursement rate.
February 1, 2016 Updated the following:
D. Overnight Travel in Texas
1. State Accounts
State accounts and state-funded 18- and 26-accounts are limited by the U.S. General Services Administration federal per diem tables. The rates may be found in *DEFINE using the GG1 command. These rates are updated each Oct. 1, when the federal government announces their updated rates.
Reimbursements for travel to a Texas city for any county not listed in the federal rate tables are limited to actual expenses not to exceed $140, of which meals can be up to $51 per day.
January 12, 2016 Updated the following:
Individuals need a notary stamp that includes the statement "Notary without Bond"- and a record book. It is the sponsoring department's responsibility to purchase these items. Departments should not do so until the individual has received his or her Notary Commission Certificate. Effective Jan. 1, 2016, all notary seals issued must include the notary’s identification number. This applies to all current notaries, not just those who are new or renewing. It is the university’s recommendation that all current notaries renew their notary seals to be in compliance with Texas House Bill 1683.
State Office of Risk Management (SORM)—Notary Without Bond Forms
Texas House Bill 1683December 18, 2015 9.1.9. Use of University Funds for Parking Expenditures
All Interdepartmental Transfers (IDTs) for parking expenditures are subject to Office of Accounting approval. If the account used on the IDT is not deemed suitable for parking, another account must be provided.
November 23, 2015 7.5.2. Use of Existing Contracts
Updated the following:
-
Premier, Inc.
- For amounts between $15,000 and $3 million only one quote or proposal is required.
- For amounts greater than $3 million, a minimum of three quote or proposals are required from suppliers in the same category
- If there are only two suppliers in a category, obtain proposals from both.
- If only one supplier has a contract, this must be documented in the purchasing file, and the purchase can be made without further justification.
- For purchases that will exceed $3 million, approval from the UT System Board of Regents Audit, Compliance and Management Review Committee (ACMR) must be received prior to issuance of a purchase order or contract.
- UT System Board of Regents approval is required for amounts greater than $3 million.
November 20, 2015 11.1. Travel Introduction and Resources
Added the following:
November 04, 2015 7.2. Authority to Obligate
7.4. Purchasing Process
7.5. Solicitation Procedures - General Information
7.5.2. Use of Existing Contracts
7.5.3. Exclusive Acquisition
7.5.4. Informal Bids - Purchase Value of $15,000.01 - $50,000
7.5.5. Invitation to Bid (ITB) - Purchase Value Greater than $50,000; Based Solely on Price and Delivery
7.5.6. Request for Proposal (RFP) – Purchase Value Greater than $50,000; Based on Factors in Addition to Price and Delivery
7.7.1. Purchase of Used Equipment
7.7.5. Blanket Purchase Orders
7.7.12. Purchasing and of Licensing Software
7.10.2. UT Market Purchase Order Changes
7.11.2. Bid and Proposal Submission RequirementsUpdated pages to reflect new purchasing threshold amounts, and changed “supplier” to “vendor” where applicable.
October 29, 2015 11.5.5. Non-Employee Travel Reimbursement Procedures
Added the following:
D. Reimbursements to Ten or More Non-Employees
As a general rule, an APS may not cross fiscal years; this includes an APS for payments for services or honoraria. The exception to this rule is a "travel-only" APS, which may span fiscal years if the start date and end date of the trip occur in different fiscal years.
September 28, 2015 11.5.5. Non-Employee Travel Reimbursement Procedures
Added the following:
D. Reimbursements to Ten or More Non-Employees
As a general rule, an APS may not cross fiscal years; this includes an APS for payments for services or honoraria. The exception to this rule is a "travel-only" APS, which may span fiscal years if the start date and end date of the trip occur in different fiscal years.
September 28, 2015 Updated the following:
A co-sponsorship is funding for a specific event or function, that is planned, hosted, and sponsored by an outside entity, where the University of Texas at Austin participates in the event and receives a benefit as well as recognition for the co-sponsorship. (Note: Any agreements or contracts relating to sponsorship needs to be signed by a person who has delegated signature authority, such as the Business Contracts Office.)
B. Requirements
Processing a payment for a co-sponsorship requires the following:- Description of the planned event or function and supporting documentation stating how the funds will be used
- Date(s) of the event or function
Also updated the following forms:
September 24, 2015 16.2. Acquisition of Equipment
Updated the following:
Newly purchased vehicles and electric carts (costing $5,000 and up) that are received by Fleet Management Services in Parking and Transportation Services are tagged by Fleet Management Services. Self-tagging departments are not responsible for tagging these items but must still supply Inventory Services with the tagging detail. Note: Attaching property control plates or tags, or otherwise marking capital or controlled items to indicate university ownership is required by state law. For information about the sale and purchase of vehicles, refer to 16.4.1. Vehicle Title Transfers.
September 22, 2015 9.1.1. Entertainment and Official Occasion Expenses
Added the following:
Code 1347 —Official Occasions and Administrative/Business Meeting
Cost of food, beverages, catering charges, waiters, decorations, flowers, invitations, room rentals, or related expenses associated with an official occasion or business meeting. The event is usually a reception, luncheon, or dinner. Many events are associated with special programs, university guests, faculty and staff recruitment and similar university activities. Examples include conferences/workshops/seminars, development events (donor receptions, fundraising activities, etc.), planned retreats, staff meetings, unit or department employee morale events, or contract and grant programs. In addition, all food/beverage items for the break room, or not associated with a university-funded event, such as coffee, cream, sugar, beverages, and water, must be coded 1347 and an OOEF is required.This object code should not be used for payments to speakers, travel costs for speakers, lodging, participant support fees, awards, and cash prizes as a result of a competition.
Code 1402 - Consumable Supplies-Non-Office
Cost of consumable/disposable, non-food/non-beverage items not associated with a university-funded event, such as coffee filters, plastic utensils, paper plates, paper towels, and soap. An Official Occasion Expense Form is not required for this type of expense; however, when purchased with state funds, the department must document how the purchase is necessary to accomplish a public purpose that is related to the agency’s legal authority or duties. Refer to use of Code 1347 for food/beverage items not associated with a university-funded event.September 10, 2015 Added the following:
2. Mileage Within a City
An employee can be reimbursed actual mileage for business travel within a city, including for travel between their home and the nearest airport or from the employee's place of employment to the airport.The number of miles reimbursed can be documented with either (a) actual odometer readings, (b) mileage computed by an online mapping tool (MapQuest is required for state funds), or, (c) by using the pre-determined mileage shown below (if applicable).
Pre-Determined Distances:
Point A Point B
One-way mileage
Round-trip mileage
Main Campus
Austin-Bergstrom International Airport (ABIA)
8.50 miles
17.0 miles
Pickle Research Campus (PRC) (including WPR)
ABIA
15.5 miles
31.0 miles
Lake Austin Centre (LAC)
ABIA
10.0 miles
20.0 miles
Dell Pediatric Research Institute (DPRI)
ABIA
7.65 miles
15.3 miles
Main Campus
PRC/WPR
10.0 miles
20.0 miles
Main Campus
LAC
4.0 miles
8.0 miles
Main Campus
DPRI
4.0 miles
8.0 miles
An employee may be reimbursed for the mileage incurred by another person transporting the employee to the airport. The reimbursement may not exceed the reimbursement that would have been paid if the employee had driven himself or herself to the airport.
September 9, 2015 6.1. Cash Handling Introduction and Resources
Added the following link:
Cash Transfer LogSeptember 3, 2015 Updated "Sole source" to "Exclusive Aquisition".
August 31, 2015 7.7.1. Purchase of Used Equipment
In general, the purchase of used equipment may not be processed as a exclusive acquisition purchase. Although the equipment may have originally been available from only one source, once equipment appears on the used equipment market, a variety of sellers may be able to provide the equipment to the university.
If extenuating circumstances exist that prevent competitive bidding and the order exceeds $5,000, a exclusive acquisition justification form must be provided.
August 31, 2015 - If single releases (single invoice or delivery) against the blanket purchase order are expected to be greater than $5,000, the award must be based on university guidelines regarding informal bids, formal solicitations, or exclusive acquisition justifications. For more information, see the Handbook of Business Procedures, 7.4. Purchasing Process - General Information.
- If single releases against the blanket purchase order will not exceed $5,000, an award can be made without informal/formal bidding or a exclusive acquisition justification. Note: Departments must include the statement “no single invoice or delivery against this purchase order can exceed $5,000” in the body of the purchase order.
August 31, 2015 7.5.7 Request for Qualifications - Used to Qualify Suppliers
A. Guidelines
A Request for Qualifications is used to identify a group of vendors who meet a set of minimum qualifications in order to submit proposals for a planned solicitation. Only qualified vendors are permitted to submit proposals to the solicitation.
Requests for Qualifications add time to the overall solicitation process, but can be valuable in situations where:
- many suppliers provide the goods or service, but the overall quality, reputation, and capabilities are widely variable.
- aspects of the solicitation are confidential and there is a need to restrict access to information that would otherwise be publically posted.
- it is unclear whether one supplier has a unique or proprietary offering that could be justified as an exclusive acquisition procurement.
B. Procedure
- The decision to use the Request for Qualifications process is generally made through discussions between the requesting department and the Purchasing Office. Note: Since this process does not conclude with a contract award suppliers are not asked to provide pricing or delivery information.
- The Purchasing Office and the department develop a general scope of work (SOW) along with a set of questions that will be asked of the suppliers to determine their qualifications for the project.
- The department identifies a team of end users/subject matter experts to review vendor submissions and score the responses. The team develops a scoring methodology that will be used in the scoring process. Team members each sign a Non-Disclosure/Conflict of Interest statement. The designated Purchasing Office buyer will provide the form.
- The Request for Qualifications is posted for a minimum of two weeks.
- The evaluation team scores the responses and identifies those suppliers who meet the minimum qualification requirements. Only qualified suppliers are asked to participate in any subsequent solicitation.
- When the Request for Qualifications is concluded, the university may or may not issue a solicitation.
August 31, 2015 7.5.9. HUB Subcontracting Requirements (HSP)
When the value of a competitive solicitation is expected to be $100,000 or greater and there is an expectation that subcontracting opportunities exist, the university requires that a Historically Underutilized Business (HUB) Subcontracting Plan be submitted as part of the response.
The HUB subcontracting plan requirement is included in formal solicitation documents. For procurements made through existing contracts or exclusive acquisition determinations, a HUB subcontracting plan is not required.
For more information about HSP requirements, contact the HUB/SB Staff.
August 31, 2015 A. Introduction
Most purchases at The University of Texas at Austin are made on a competitive basis. However, there may be times when competition does not exist or it is in the university’s best interest to use a particular product or service. Since these purchases eliminate competition, the university requires that justification be submitted with any purchase where only one supplier is being considered for requests that exceed $5,000. The justification does not require departments to defend the need for the product or service, but it is necessary to:
- Identify the unique features of the particular product or service.
- Explain the need for the unique features of the product or service.
- Explain why other products/vendors are not acceptable.
For more information, refer to examples of exclusive acquisition justification forms and guidelines for completing the form on the Purchasing Forms and Templates Web page.
B. Types of Exclusive Acquisitions
There are four categories of purchases that require exclusive acquisition justification
1. Proprietary (as defined in Texas Government Code 2155.067)
Justification for a proprietary purchase is used when the goods or services are only available through a single source. The Purchasing Office establishes that the selection meets best value criteria. Some examples include:- Equipment maintenance or repair parts from the original equipment manufacturer (OEM).
- Pharmaceuticals or chemical reagents that are only available through one supplier.
- Software or software maintenance that is only available through one software supplier.
2. Best Value (as defined in Texas Government Code 2155.067)
Justification for a best-value purchase is used when it is in the best interest of the university to use the particular product or service, but there is actually more than one source available. The Purchasing Office establishes that the selection meets best-value criteria. Some examples include:- Specific reagents used in long-term experiments. For continuity of research, a lab would need to continue using the same products for the duration of the experiment.
- Compatibility with existing equipment. A laboratory is purchasing a new component from a supplier to add to an existing piece of equipment to enhance its quality/performance.
- A contract or grant specifically names a supplier, product, or service that is required for the university to use.
3. Emergency Purchase(as defined in Texas Government Code 2155.086 )
Justification for an emergency purchase occurs as the result of an unforeseen circumstance that requires an immediate response to prevent financial or operational damage to the university. If a situation arises in which routine compliance with procurement practice is impractical and not in the university’s best interest, an emergency purchase may be warranted to prevent a hazard to life, health, safety, welfare, or property, or to avoid undue additional cost to the university. Emergency purchases of goods or services are performed to restore a system to its original intended functionality and must not exceed the scope or duration of the emergency. The Purchasing Office will establish that the selection meets best value criteria.4. Professional Services (as defined in Texas Government Code 2254.002)
Professional service providers must normally be pre-qualified based upon a Request for Qualifications (RFQ). The contract award is based on negotiation with the most qualified provider. When a professional service is required and no pre-qualification has been established, a contract award must be justified as an exclusive acquisition to establish that the selection meets best-value criteria.- Professional service providers are normally licensed or certified and the scope of their services include:
- accounting
- architecture
- landscape architecture
- land surveying
- medicine
- optometry
- professional engineering
- real estate appraising
- professional nursing
- A provider of professional services may not be selected on the basis of competitive bids, but rather on basis of demonstrated competence and qualifications to perform the service and for a fair and reasonable price.
C. Procedure
Departments must use the most current version of the Exclusive Acquisition Justification form **available on the Purchasing Forms and Templates web page. Information on the form must be typed and alterations to the form will not be accepted. Completed forms must be emailed to the department’s Purchasing Office buying team.D. Resources
- Exclusive Acquisition Justification Form**
- Exclusive Acquisition Justification (EAJ) Form Instructions**
- Exclusive Acquisition Justification Form Template for Original Equipment Manufacturer (OEM) for Maintenance and Repair**
- Exclusive Acquisition Justification Form Template for Software Maintenance Agreement with Original Licensor**
** Note: This document requires that you be able to view Excel documents. A free Word viewer may be obtained from Microsoft.
August 31, 2015 7.7.12. Purchasing and Licensing Software
A. Introduction
These procedures apply to the acquisition of software, whether installed locally or hosted remotely, where the software provider requires that a Software License Agreement (SLA) be accepted by The University of Texas at Austin. The Business Contracts Office has delegated authority to enter into software licenses on behalf of the university.
B. Procedure
For these situations, departments must follow the appropriate procedures listed below.
-
For Purchases of $5,000 or Less
Schools and departments can issue a purchase order for the purchase of the software, but must have the SLA reviewed and approved by the Business Contracts Office. A Software License Intake Form must be completed and forwarded to the Business Contracts Office. Payment must be completed with a *DEFINE VP1 document. -
For Procard Purchases of $1,000 or Less
Schools and departments can pay for software on a ProCard for amounts up to $1,000. Low dollar software is generally less risky and often requires acknowledgement of the license via a click through agreement. These agreements should be reviewed by the software purchasers to make sure that they understand the terms of compliance. -
For Purchases Greater than $5,000
Schools’ and departments’ purchasing requisitions are routed to the Purchasing Office for approval. All supporting documents, such as quotations or exclusive acquisition justifications, must be forwarded to the department’s buyer team in the Purchasing Office. In addition, a Software License Intake Form must be completed and forwarded to the Business Contracts Office. Payment must be completed with a *DEFINE VP1 document. -
No-Charge Software
A Software License Intake Form must be completed and forwarded to the Business Contracts Office. If the software provider requires a Software License Agreement, it must be reviewed and approved by the Business Contracts Office.
C. Software License Intake Form
The form provides the Business Contracts Office with the necessary information regarding the planned use of the software in order to determine if additional review and approval is required by other university offices such as:
- Information Security Office (security)
- Office of Community Engagement and Diversity (accessibility)
- Legal Affairs (privacy)
- Purchasing Office
D. Software License Agreement (SLA) Processing
- Departments review the license and confirm that they are able to comply with the business terms of the SLA (e.g., user restrictions, vendor access, intellectual property, and renewal procedures). Any anticipated issues should be noted on the Software License Intake Form. Forward the completed Software License Intake Form and any Software License Agreement to the Business Contracts Office.
- The Software License Agreement is reviewed in accordance with a checklist of requirements provided by the UT System Office of General Council. Based on the review, a determination is made regarding terms and conditions that must be negotiated with the software provider.
- The Business Contracts Office determines if there are additional reviews/approvals required and makes arrangements to initiate those processes if necessary.
- When all requirements have been met and the Software License Agreement terms and conditions are finalized with the software provider, the Software License Agreement is reviewed and signed by the Business Contracts Administrator.
- The Software License Agreement must be fully executed by both the University and the software manufacturer prior to issuing a purchase order.
E. Payments for Renewal and Maintenance Fees
Subsequent invoices for periodic renewals, maintenance fees, and other charges associated with the license are to be paid on a *DEFINE VP2 document using the original Software License Agreement as supporting documentation. No additional purchase order or purchasing justification is required. If the Licensor requires a signed document for the renewal/maintenance, the document must be reviewed and signed by the Business Contracts Office. If there is no approved Software License Agreement associated with the charges, the department issues a purchase order and makes payment on a *DEFINE VP1 document.
G. Donated Software
Software that is being donated to the university must be reviewed by the Development Office to determine how the donation is to be valued and recognized. Donated software does require a Software License Intake Form to be completed to determine if additional reviews and approvals are required. If the software provider requires a Software License Agreement, it must be reviewed and approved by the Business Contracts Office.
August 31, 2015 Updated the following :
D. Petty Cash Maintenance Requirements
The following petty cash maintenance requirements are in place to ensure proper cash management procedures are followed in compliance with UTS166 Section 7 Cash Handling.
- Approved letter required by section 6.6.C. above authorizing the establishment of the petty cash account must be kept by the department as long as the account is in use. Letter must be made available to auditors or other administrative staff upon request.
- Reconciliation
- Monthly reconciliations for all petty cash accounts are required and must be submitted to the Cash Management section of the Office of Accounting, Campus Mail Code K5300, Attn: Petty Cash.
- Petty cash bank accounts should use the Imprest Fund Bank Account Reconciliation form AC217-4 and non-bank account (cash) petty cash accounts should use the Cash Imprest Fund Reconciliation Sheet form AC217-3. Other reconciliation formats are allowable with approval from Cash Management.
- If the reconciliation of a petty cash account of $500 or more is not received within 60 days after the close of a month, the account will be referred to the Office of Internal Audits for review.
- Annual Confirmations – at least annually, Cash Management will:
If the confirmation of a petty cash account of $500 or more is not received within 60 days of the original request, the account will be referred to the Office of Internal Audits for review.
- Confirm the continued need of each petty cash account.
- Confirm the appropriateness of the balance of each petty cash account.
- Confirm the account contact information of each petty cash account, including verifying and/or updating the responsible person and custodian(s).
August 19, 2015 19.1.11. Tenant and Users Liability Insurance Policy (TULIP) Program
Updated the following :
1. How to Apply for TULIP Coverage
The management of the university facility that is being rented out is responsible for securing the appropriate insurance, based on the university contract or facility use agreement. Insurance terms and conditions are included in the university’s standard contract templates.
a. If TULIP is needed, complete the Request for TULIP Insurance form using the Events List as a guide. Complete all highlighted fields in the COI & Premium Calculation tab of the spreadsheet.
July 29, 2015 7.7.5. Blanket Purchase Orders
Updated the following:
B. Guidelines
The following guidelines apply to blanket purchase orders.
- They are school- or department-specific, and funds must be encumbered based on a reliable estimate of the amount to be purchased within the fiscal year.
- They cannot extend beyond the current fiscal year.
- All campus-wide, multiple-department, and/or multiple-year requirements must be placed on a contract. Note: Schools and departments may issue a blanket purchase order to proportionally encumber funds in a specific fiscal year for services and commodities that are on contracts spanning multiple fiscal years.
- Equipment leases and maintenance agreements should not be on blanket purchase orders because the quantity and frequency of delivery must be defined at the inception of those agreements.
- They are not intended for the purchase of items for which the university requires additional supporting documentation, such as an Official Occasion Expense Form (OOEF). Note: Blanket orders can be used to order coffee, water, and other drinks; however, the school/department will be responsible for maintaining any required OOEFs related to such purchases.
- They are not for use with UT Market orders.
- They are paid on *DEFINE VP1 voucher documents.
- All blanket orders must contain verbiage specifying the contract period. For example: “Contract period is from date of order through August 31, 20XX. There shall be no price increases during this contract period.” Schools and departments must inform the supplier of intent to use a blanket purchase order when requesting a quote for goods/services and that the pricing will be held for the term of the blanket order.
- If appropriate, the blanket order may contain verbiage about estimated usage. For example: “This order is an estimate of usage/services only. No maximum or minimum quantity is guaranteed.”
July 22, 2015 19.1.9. Camp Insurance
Added the following :
-
1. How to Apply for Coverage
a. Complete the appropriate form at least 7 business days prior to the start of the camp.It will take at least 5 business days to receive a certificate of insurance.
b. Completed applications should be sent to The University of Texas System Office of Risk Management (ORM), Attn: Ruth Maldonado, via email at rmaldonado@utsystem.edu or fax to 512-499-4524. Please do not send applications to Southwest Special Risk Insurance.
c. The University of Texas System Office of Risk Management (ORM) will accept the application as an order to bind coverage for the camp. Once ORM has received your application, coverage will be binding unless there are any inaccuracies in the application, i.e. number of days is incorrect or premium does not calculate correctly. If inaccuracies are noted, ORM will contact you as soon as possible to have them corrected.
Billing is coordinated by The University of Texas System’s Risk Finance Office. The camp insurance broker will bill each camp administrator individually.
-
- Southwest Special Risk Insurance will email an invoice for 50 percent of the quoted premium, a certificate of insurance, and claims form to the designated Camp Director.
- Timely payment of the 50 percent deposit is due directly to Southwest Special Risk. Failure to make timely payments may result in removal of coverage and impact future eligibility to participate in the Camp Insurance Program.
- **Camp is held **
- Southwest Special Risk will contact the designated Camp Director at the end of each camp with the actual, final number of campers and coaches/staff and will send a final invoice for the remaining premium balance (based on the actual camper counts) to the designated Camp Director.
- Timely payment of any additional premium is due directly to Southwest Special Risk. Failure to make timely payments may result in removal of coverage and impact future eligibility to participate in the Camp Insurance Program.
- Important: Please note that Southwest Special Risk Insurance has an updated Employer Identification Number. Use the revised W9 to update your vendor payment records.
Claims should be reported as soon as possible, using the procedures outlined on the Summit America Insurance claim form
E. Resources
- For additional information about camp insurance, email Ruth Maldonado at rmaldonado@utsystem.edu or visit The University of Texas System’s Camp Insurance Program page.
- Risk Management Guidelines for Special Events (Sponsored by UT, Sponsored by Third Party, Jointly Sponsored, Third Parties Providing Services)
- The University of Texas System’s Risk Finance Office
-
June 2, 2015 Added the following :
- TSA Pre✓® Application Program fee - http://www.tsa.gov/tsa-precheckR-application-program (local accounts only)
May 21, 2015 9.1.9. Use of University Funds for Parking Expenditures
Updated the following :
G. University-Owned Vehicles
Departments can purchase permits to park university-owned vehicles on campus. Refer to Parking and Transportation Services for information on university-owned vehicle permits.
Account Guidelines for University-Owned Vehicles
- Expenditures for university-owned vehicles can be charged to the following accounts:
- State-funded Accounts: 14- and 20- Accounts
- Designated Funds: 19-Accounts (other than Indirect Cost Return (ICR) and student funded accounts)
- Designated Funds: ICR 19-Accounts for Organized Research Units (ORU), if expenditure supports the research mission of the ORU
- Auxiliary Funds: 29-Accounts (other than student funded accounts)
- Gift Funds: 30-Accounts that are unrestricted and are not endowed
May 11, 2015 Updated the following :
1. Mileage Between Cities
For official point-to-point mileage you may use odometer readings or mileage computed by an online mapping tool. For travel paid with local funds, any online mapping tool may be used while travel paid with state funds can only be calculated using Mapquest.
Voucher Requirements:
- The voucher must state that travel occurred using a personally owned or leased motor vehicle.
- Travel locations must be identified on the voucher, and mileage must be itemized on a point-to-point basis. In other words, mileage is calculated from a starting point to an ending point using beginning and ending odometer readings or online mapping tool calculations.
2. Mileage Within a City
An employee may be reimbursed actual mileage for travel between home and the nearest airport or from the employee's place of employment to the airport. The number of miles reimbursed from the employee’s home can be documented with either actual odometer readings or mileage computed by an online mapping tool. For travel paid with local funds, any online mapping tool may be used while travel paid with state funds can only be calculated using MapQuest.
Apr. 28, 2015 19.1.11. Tenant and Users Liability Insurance Policy (TULIP) Program
Updated the following :
a. If TULIP is needed, complete the Request for TULIP Insurance form. Complete all highlighted fields in the COI & Premium Calculation tab of the spreadsheet.
Mar. 16, 2015 Modified the following line:
B. Departmental Sale of Equipment with Estimated Value of $25,000 or More
In addition to the requirements detailed in section C of this policy, sale of equipment with an estimated value of $25,000 or more requires that the property manager evaluate the request in conjunction with the associate vice president for finance, director of procurement and payment services, and chief financial officer. The decision is based on the condition of the equipment, the market value of similar or like equipment, and the potential to reap a higher dollar return than placing the property in a scheduled quarterly live auction through Surplus.
In accordance with Board of Regents rule 80201, Section 4, sales expected to exceed $50,000 require chief financial officer approval and sales expected to exceed $100,000 require advance approval by the Chancellor and approval by the Board of Regents through the Consent Agenda.
Department must submit an Inventory Removal Request (25K+) Form by email to Inventory Services to begin the review process. For details on the procedure, refer to the Process for Removing Items Where the Proceeds from Sale Could Exceed $25,000 procedures.
Mar. 03, 2015 Updated the following line:
- Receipt: The receipt of the product is documented electronically in FRMS. For desktop delivery, departments must enter the receipt within 72 hours of the delivery. If shipments for a purchase order are split over multiple days, an electronic receipt should be entered for each partial shipment. Receipts for items delivered to Central Receiving are created by central receiving personnel.
Per the Office of Accounting's Inventory Best Practices and Payment Vouchers handout:
- The individual (receiver) receiving the shipment must be different than the buyer.
- The receiver is responsible for signing and dating all invoices and/or packing slips . If the receiver verifies a shipment via email, a digital certificate must be attached to the email.
Part 20.3.3.Financial Records states that packing slips and other support documentation received as hardcopy must be submitted to the Image Retrieval System to be imaged or retained in the department in accordance with all applicable retention codes.
Feb. 16, 2015 Updated the following line:
- For desktop delivery, the requesting department must enter the receipt within 72 hours of the delivery. If shipments for a purchase order are split over multiple days, an electronic receipt should be entered for each partial shipment. Receipts are updated and finalized in the system daily. Receipts for items delivered to Central Receiving are created by central receiving personnel.
Per the Office of Accounting's Inventory Best Practices and Payment Vouchers handout:
- The individual (receiver) receiving the shipment must be different than the buyer.
- The receiver is responsible for signing and dating all invoices and/or packing slips . If the receiver verifies a shipment via email, a digital certificate must be attached to the email.
Feb. 16, 2015 9.1.1. Entertainment and Official Occasions Expenses
Modified the following line:
Expenses for alcohol may not be the primary expenditure, that is, greater than the total food expense.
Feb. 09, 2015 Added the following two paragraphs under Commercial Air.:
All travel agency assisted business-related air travel for university employees and students must be arranged through Anthony Travel or Corporate Travel Planners, the two university-contracted travel agencies. For more information, including the exception request process, refer to the airfare purchase policy on the Travel Management Services website.
Travelers may use an online reservation tool (e.g., Expedia, Southwest.com) in addition to the university’s online tool, Concur. If an online tool other than Concur is used, the purchase invoice submitted to the Office of Accounting for reimbursement after the completion of the trip should include the traveler’s statement: Online selection is best value as consistent with institutional priorities.
Feb. 2, 2015 Added the following:
reimburse.To pay someone an amount of money equal to an amount the person has spent.
Jan. 30, 2015 Added the following note:
Note: Any agreements or contracts relating to sponsorship needs to be signed by a person who has delegated signature authority, such as the Business Contracts Office.
Jan. 30, 2015 Added the following:
The APS or PBS may not be used to procure services, which result in the creation of original literary, dramatic, musical, or artistic works (including photographic services, technical writing services, and songwriting services). Contact Business Contracts for assistance.
Jan. 26, 2015 Added the following:
2. Memberships
Professional, institutional, or social club memberships are allowable reimbursements for faculty or staff only if they pertain to the person’s job duties and benefit the university. The account number used must allow these types of purchases and should be coded as object code 1301 for professional and institutional membership or object code 1302 for social club dues. Otherwise, the vendor must be paid directly using a Procard or a *Define VP2 or VPE payment document. Purchase orders are not required for memberships. For social memberships, approval from the provost or the president is also required. For additional information on professional and institutional memberships, refer to the Provost’s Institutional Memberships and Dues for Professional Organizations page
Social Club Membership Approval Letter Sample for Academic Departments approved by Dean*
Social Club Membership Approval Letter Sample for Deans approved by Provost*
Social Club Membership Approval Letter Sample for Administrative Departments and Vice Presidents approved by President*Professional license fees are allowable reimbursements for faculty or staff only if the payment of licensing fee relates to the university’s functions, and the department receives an adequate return for the payment. Departments may consider the following factors to determine an adequate return for the payment:
- If the employee works full-time or part-time
- If the employee uses his or her professional credentials in working outside the confines of state employment
- If the employee’s professional credentials are required or merely useful in performing his or her job duties
Departments must retain documentation on file that shows how the payment is directly and substantially related to the university’s functions and how an adequate return on the payment is received.
The account used must allow these types of purchases and should be coded as object code 1753. As an alternative to employee reimbursement, the vendor may also be paid directly using a Procard or a *DEFINE VP2 payment document. Purchase orders are not required for professional license fees.
Dec. 15, 2014 Added the following:
professional license fee
Dec. 15, 2014 7.7.7. Purchases That Do Not Require a Purchase Order
Updated list of goods and services purchased for The University of Texas at Austin use that do not require a purchase order.
Dec. 11, 2014 7.5.9. HUB Subcontracting Requirements (HSP)
Updated the following:
Historically Underutilized Business (HUB) Subcontracting Plan
Dec. 10, 2014 Updated the following Inventory forms:
Dec. 4, 2014 Updated the following:
C. Procedures
- Complete and attach the appropriate Co-Sponsorship form(s) to the payment document that is sent to Accounts Payable.
- Use of noncentrally-funded designated funds (19-account), non-centrally funded auxiliary funds (29-account), gift funds (30-account), or all other appropriate accounts should complete the Co-Sponsorship Approval Form.
Nov. 25, 2014 9.1.1. Entertainment and Official Occasions Expenses
Added the following:
Note: If multiple payment documents are submitted for the same event and alcohol is paid separately, then a copy of all backup documentation related to the event must be included to verify alcohol expense is not greater than food expense.
Nov. 21, 2014 20.2.1. Records Management Services Documents
Deleted some of the lines from this page.
Updated the following:
The University of Texas at Austin Records Retention Schedule (UTRRS)
Records Inventory Workbook
Request to Dispose of Records FormNov. 21, 2014 Updated the following:
C. Procedures
Use of noncentrally-funded designated funds (19-account), gift funds (30-account), or all other appropriate accounts should complete the Co-Sponsorship Approval Form.
Nov. 14, 2014 11.5.5. Non-Employee Travel Reimbursement Procedures
Updated the following:
A. Introduction
Non-employee travel reimbursements are subject to the same policies as employee, prospective employee, and student travel reimbursements; however, a non-employee is not required to sign the *DEFINE VP5 coversheet and is not exempt from Texas state hotel occupancy taxes, therefore, is not required to provide a Texas Hotel Occupancy Tax Exemption Certificate at Texas lodging establishments. For more information about travel reimbursements, refer to Parts 11.5., 11.5.1., 11.5.2., 11.5.3., and 11.5.4.
Nov. 12, 2014 11.5.5. Non-Employee Travel Reimbursement Procedures
Updated the following:
D. Reimbursements to Ten or More Non-Employees
If there is a signed hotel contract in place, rather than a Blanket APS, a memo from a department chair/center director may be submitted with a list of participants’ names identifying any current employees and including the appropriate RTA number.
Oct.27, 2014 Updated the following:
If submitting receipts for public transportation, the tip or gratuity is separated from the daily transportation amount and should be itemized in the “Other Travel” section of the voucher.
Oct.22, 2014 9.1.1. Entertainment and Official Occasions Expenses
Updated the following: Entertainment and Official Occasion Expenditure Policy Chart
Oct.10, 2014 9.1.9. Use of University Funds for Parking Expenditures
Added the following:
F. Account Guidelines for Employee, Nonemployee, and Other Parking
If multiple accounts are to be used for a parking expenditure, the accounts and amounts must be provided when the request is made to Parking and Transportation Services. The charges cannot be split between accounts by the department at a later date.
Oct.1, 2014 Added the following:
C. Purchasing Procedures
A purchase order is required when an individual or company performs general services that are widely available and subject to bidding requirements as shown in Part 7.4 Purchasing Process. Examples include:
- Repetitive services such as monthly preventative maintenance and services of equipment (e.g., Xerox, IBM)
- General services such as design or advertising services
- Emergency maintenance services such as one-time cleaning due to unexpected event and one-time pest control or removal
- Photography services resulting in printed or digital images
- Services resulting in a tangible deliverable such as artwork, printing, or film processing
Oct.1, 2014 Added the following:
vice president equivalents. The University of Texas at Austin athletic directors.
Oct.1, 2014 9.1.1. Entertainment and Official Occasions Expenses
Updated the Official Occasion Expense Form and the below contents.
D. Oversight of Entertainment Expenditures
Oversight of entertainment expenditures is required at the senior administrative level, i.e., by vice presidents, deans, and vice president equivalents. Authority may be delegated by the vice president or dean to associate/assistant vice presidents, associate/assistant deans, department heads, or other staff in leadership roles to act as official delegates for approval of entertainment expenses. Entertainment expenses may require approval prior to the function as determined by the dean or vice president.
Deans, vice presidents, and vice president equivalents may approve their own expenditures and exceptions; however official delegates may not approve their own expenditures or any exceptions.
Authority has been delegated by the president to Payment Services in the Office of the Vice President and Chief Financial Officer to review and approve all entertainment expenses including expenses incurred by the deans, vice presidents, and vice president equivalents.
Contact the Accounts Payable manager at 512-471-1816 for documentation required for deans and vice presidents to delegate authority to official delegates. If delegation changes, new documentation must be sent to Accounts Payable.
Additional requirements for entertainment expenditures may be promulgated by the dean, vice president, or unit business officer.
The entertainment limit is an average of $75 per person including food, alcohol, tax, and gratuity. The cost should be appropriate for the type of meal or event, and this limit applies to all venues including restaurant expenses and entertainment at a private residence.
Units will not be required to get a per person cost when there is a negotiated agreement with a vendor for a total package price that includes food and non-food expenses.
Gratuities are allowed within reasonable limits. Gratuities should not exceed 20 percent of the bill subtotal before sales tax. For more information, refer to section K.1.h.
Expenses for alcohol may not be the primary expenditure submitted for reimbursement, that is, greater than the total food expense.
Exceptions to the above policy and limit require justification documented on the Official Occasion Expense Form (OOEF) and approval by the dean, vice president, or vice president equivalent. Official delegates may not approve these exceptions. For more information about the OOEF, refer to section K.1.a.
Employees of The University of Texas at Austin are expected to be good stewards of university funds. University leadership reserves the right to deny reimbursement of excessive expenditures. Additional requirements and limits for entertainment expenditures may be promulgated by the dean, vice president, or unit business officer.
F. Serving Alcohol at Non-licensed Venues including a Private Residence
- All pertinent laws, regent rules, and university policy regarding alcoholic beverages must be observed.
- It is advisable for an individual that is licensed by the Texas Alcoholic Beverage Commission (TABC) to serve the alcohol.
- The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.
Expenses for alcohol may not be the primary expenditure submitted for reimbursement, that is, greater than the total food expense. Exceptions require justification documented on the OOEF and approval by the dean, vice president, or vice president equivalent. Official delegates may not approve these exceptions. Additional requirements for serving alcohol may be promulgated by the dean, vice president, or unit business officer.
2. Voucher Coding
Code 1402 - Consumable Supplies-Non-Office
Cost of consumable/disposable, non-food/non-beverage items not associated with a university-funded event, such as coffee filters, plastic utensils, paper plates, paper towels, and soap. An Official Occasion Expense Form is not required for this type of expense; however, when purchased with state funds, the department must document how the purchase is necessary to accomplish a public purpose that is related to the agency’s legal authority or duties.Code 1836 - Furniture & Equipment – Expensed
Cost of Non-consumable/non-disposable, non-food/non-beverage items not associated with a university-funded event, such as dishes, cups, silverware, and brooms/mops. Cost of equipment such as refrigerators, microwaves, and coffee makers. An Official Occasion Expense Form is not required for this type of expense; however, when purchased with state funds, the department must document how the purchase is necessary to accomplish a public purpose that is related to the agency’s legal authority or duties.Oct.1, 2014 B. Justification
When an employee requests a cash advance, the Office of Accounting determines whether a cash advance is justified based on the specific circumstances of the travel. An employee may be eligible for a cash advance if any of the following are true:
- The cash advance requested is a minimum of $100.00.
- The destination is in an isolated area or region with limited access to suppliers or services that accept credit cards.
- Travel is for an extended period of time.
- The employee does not qualify for the university-facilitated Diners Club Travel Credit Card.
- The employee’s university-sponsored Diners Club Travel Credit Card is lost or stolen.
- A faculty member takes a group of students overseas for educational purposes, such as for a study abroad program.
- It would be a financial hardship for the employee to pay the travel expenses out of pocket.
Sept. 30, 2014 19.1.3. Equipment Insurance and Related Claims
In this page, the following were updated:
Sept. 22, 2014 10.3.3. General Information About Service Centers
10.3.6. Types of Service Centers
10.3.7. Requesting and Approving a Service Center
10.3.8. Service Center Administration
10.3.11. Closing a Service Center
Updated "Costing and Analysis" to "Federal Reporting" and other related changes.
Sept. 17, 2014 Updated the following content and the Emergency Justification Form.
2. Processing an Emergency Request
Once the Purchasing Office has approved the Emergency Justification Form, it may, at the department’s request and at their own discretion, issue a manual purchase order number to facilitate order placement. Once the work is complete, the requesting department must submit the approved Emergency Justification Form , the invoice, and any other supporting documentation required to Accounts Payable in MAI 132 or campus mail G0500 for payment on a *DEFINE VP2 payment voucher.Sept. 3, 2014 10.1. Introduction and Resources
Updated "Costing and Analysis" to "Federal Reporting"
Sept. 1, 2014 10.2. Service Center Policy Summary
Updated "Costing and Analysis" to "Federal Reporting". Also updated the following in the same page:
Review Rate by Annual Revenue Threshold and
Associated *DEFINE CA3 Report CodeType
Definition
Department Self-Certification
Biennial Rate Review
Triennial Rate Review
Analytical
Ongoing activity providing goods or services to internal or external users. The services provided are analytical and help in supporting research projects.
Up to $50,000
(ANL)$50,000.01 - $250,000
(ANL-2)Greater than $250,000
(ANL-3)Administrative
Ongoing activity providing goods or services to internal or external users. The services provided are administrative in nature.
Up to $50,000
(ADM)$50,000.01 - $250,000
(ADM-2)Greater than $250,000
(ADM-3)Institutional
Ongoing activity providing goods or services to internal and external users. University departments generally are not able to decline services, such as telecom services. Services are differentiated between core (institutionally paid with 14-, 19-, or 20-account funds) and noncore (billable) services.
Not Applicable
Up to $250,000
(INS-2)Greater than $250,000
(INS-3)Specialized Service Facility
Ongoing activity providing goods and services to internal and external users. Involves the use of highly complex or specialized facilities not readily available from an outside vendor. Rates are loaded with applicable expenses (fully burdened).
Not Applicable
Greater than $1,000,000
(SSF-2)Not Applicable
These changes were made in Service Center Manual also.
Sept. 1, 2014 16.4.1. Vehicle Title Transfers
Updated the following:
A. Vehicle Sales
Departments must contact UFO prior to selling or transferring any vehicle, whether the sale is to another university department or to an external entity. Regardless of the method of sale, all vehicle sales are subject to Inventory Services’ disposal procedures. For more information, refer to 16.3. Removal of Equipment from the Inventory - General Information. Once a sale or disposal is approved by Inventory Services, the Fleet manager can sign over title of all vehicles, boats, and bikes for incoming and outgoing equipment with the exception of insurance settlements. Refer to 19. Risk Management for information about vehicle insurance.
July 31, 2014 9.1.5. Communication Device Allowance
Updated the following:
B. Acquisition of Communication Devices
A department may elect to acquire and provide a communication device to an employee whose job duties, in the opinion of the department head, necessitate the provision of such a device. A communication device acquired by a department and provided to an employee is considered to be university property and will be used by the employee for university business purposes. Personal use of university-owned devices are allowed in accordance with Section 5.2 of The University of Texas at Austin’s Information Resources Use and Security Policy.
July 21, 2014 Updated the following:
B. Procedure
- The department submits Request for Proposal Intake Form to the Purchasing Office.
- The RFP is posted for a minimum of four weeks. The need for a pre-proposal conference or HSP may increase the length of time the RFP is posted.
July 16, 2014 Removed the link to Travel Reimbursement Rates.
A. Introduction
Reimbursements for meal and lodging expenses include overnight travel and lease of an apartment or house. Reimbursement for meals and lodging expenses is subject to official rules and regulations. The amounts that may be claimed depend on the sources of funding.
July 11, 2014 Removed the following:
A department can only use state funds for a hotel payment if the hotel is a contracted hotel listed in the Texas Comptroller of Public Accounts, Hotel Directory Listings website or a noncontracted hotel that meets one of the exceptions listed on the Texas Comptroller of Public Accounts, State Purchasing, Travel Audits & Exceptions Web page.
July 8, 2014 16.1. Inventory Control and Property Management Introduction and Resources
16.3.1. Equipment Transfer
16.3.2. Sale of Equipment
16.3.3. Trade-in of Equipment
16.3.4. Methods of Discarding Equipments
16.3.5. Missing or Stolen Property
16.5.3. Disposition of Government-Owned Equipment
Pages updated to reflect changes to Inventory Disposal Process.
July 7, 2014 Updated the following:
4. Travel by Mass Transit, Taxi, or Limousine
Receipts are not required when traveling within a city by public transportation. However, if public transportation is used for travel between cities, receipts are required.
The cost of limousine transportation may be reimbursed only if it is the lowest transportation available.
Tips may not be reimbursed using state accounts. Tips may be reimbursed using local accounts up to 20 percent.
June 27, 2014 7.11.3. Vendor Protests, Disputes, and Resolutions
Updated the following:
Assistant Vice President and Director of Procurement and Payment Services
The University of Texas at Austin
110 Inner Campus Drive
Main Building, Room 132
Austin, TX 78712-1140June 19, 2014 9.1.7. Advances for Research Subjects and Survey Participants
Multiple updates are made in this page.
June 18, 2014 11.2. Travel Authorization
Updated the following:
1. Foreign Travel Using State Accounts
Section 2.02(B) of the State of Texas Travel Allowance Guide states that a state agency may pay or reimburse a state employee for travel expenses incurred while traveling to or from, or staying at a duty point in a foreign country only if the agency's chief administrator, or someone designated by the chief administrator, provides prior written approval. This approval is not required for Canada, Mexico, or U.S. possessions because they are considered out-of-state travel, not foreign.
June 17, 2014 Updated the following:
Local accounts may reimburse tips and gratuities incurred during travel for official business. The amount of the reimbursement may not exceed 20 percent of the reimbursed amount. The tip or gratuity is separate from the daily meal limit and should be itemized in the "Other Travel" section of the voucher.
June 12, 2014 9.1.1. Entertainment and Official Occasions Expenses
Updated the following:
h. Gratuities on Restaurant Receipts
Gratuities are allowed within reasonable limits. Gratuities should not exceed 20 percent of the bill subtotal before sales tax. An explanation must be provided in the NOTes section of the *DEFINE payment voucher if tips exceed this amount; such incidents could be the result of a restaurant gratuity limit of more than 20 percent.
June 12, 2014 7.7.7. Purchases that Do Not Require a Purchase Order
Added the following:
- Subsequent invoices for periodic renewals, maintenance fees, and other charges associated with approved software license agreements (SLA). These charges may be paid on a *DEFINE VP2 document using the original SLA as supporting documentation.
June 10, 2014 7.7.12. Purchase of Licensed Software
Updated the following:
E. Payments for Renewal and Maintenance Fees
Subsequent invoices for periodic renewals, maintenance fees, and other charges associated with the license are to be paid on a *DEFINE VP2 document using the original SLA as supporting documentation. No additional purchase order is required. If the Licensor requires a signed document for the renewal/maintenance, the document must be reviewed and signed by the assistant vice president and director of procurement and payment services. If there is no approved SLA associated with the charges, the department issues a purchase order and makes payment on a *DEFINE VP1 document.
June 10, 2014 7.12.4. Initiatives Toward a More Responsible Supply Chain
Multiple updates are made in this page
June 10, 2014 Multiple updates are made in this page 9.1.9. Use of University Funds for Parking Expenditures
May 29, 2014 7.11.4. University Terms and Conditions
Updated the following:
May 20, 2014 9.2.9. Unclaimed Property
Updated the following:
B. The University's Reporting of Unclaimed Property
The University of Texas at Austin's unclaimed property consists of checks issued by the university that have not been cashed and unused stored value cards , such as Bevo Bucks, that have reached their abandonment period. The abandonment period is one year for payroll checks and three years for all other checks and stored value cards. When unclaimed property has met the conditions outlined above (or conditions defined by the Texas Comptroller's Office), it is reported to the Texas Comptroller's Office on the following February 28 and is then included in the next remittance to the state. The university's reporting period spans from March 1 to February 28 each year, and the report and payment are due to the Texas Comptroller's Office by July 1 of each year.
May 16, 2014 11.1. Travel Introduction and Resources
Updated the following slideshow:
May 15, 2014 11.5.3. Other Expenses
Updated the following contact information:
Contact oa.travel@austin.utexas.edu for any questions.
May 12, 2014 9.1.7. Advances for Research Subjects and Survey Participants
Updated the following:
Participant Study Cash Advance Request Form
C. Payment Amounts and Documentation Requirements
Cash advances for research may not extend beyond a six-month time frame.If the study is planned to last longer than six months, multiple cash advances may be issued accordingly so that researchers will not experience a lapse in coverage.
Research and study consent forms will acknowledge that the University may need to collect certain taxpayer information under compensation limits set forth below.
Research subjects and study participants must be asked whether or not the compensation received for the current research project in combination with all other research subject compensation received from the University of Texas at Austin will equal or exceed $600 in the current calendar year.
Research subjects and study participants receiving $600 or more in a calendar year from all University of Texas at Austin research subject participation activities must provide IRS 1099 related information.
May 08, 2014 16.5. United States Government-Owned Equipment - General Information
Updated below contents
FAR 52.245-1(f)(1)(vii)(B) Loss, damage, destruction, or theft
Unless otherwise directed by the Property Administrator, the Contractor shall investigate and report to the Government all incidents of property loss as soon as the facts become known. Such reports shall, at a minimum, contain the following information:
- Date of incident (if known)
- The data elements required under (f)(1)(iii)(A).
- Quantity.
- Accountable contract number.
- A statement indicating current or future need.
- Unit acquisition cost, or if applicable, estimated sales proceeds, estimated repair or replacement costs.
- All known interests in commingled material of which includes Government material.
- Cause and corrective action taken or to be taken to prevent recurrence.
- A statement that the Government will receive compensation covering the loss of Government property, in the event the Contractor was or will be reimbursed or compensated.
- Copies of all supporting documentation.
- Last known location.
- A statement that the property did or did not contain sensitive, export controlled, hazardous, or toxic material, and that the appropriate agencies and authorities were notified.
May 05, 2014 19.1.3. Equipment Insurance and Related Claims
Updated Temporary Equipment Insurance Request Form
May 01, 2014 Removed link to Ocean Cargo Insurance Request Form
April 29, 2014 B. Justification
When an employee requests a cash advance, the Office of Accounting determines whether a cash advance is justified based on the specific circumstances of the travel. An employee may be eligible for a cash advance if any of the following are true:
Important: All funds required for travel should be requested on the Cash Advance Request form Travel Cash Advance Request Form.*DEFINE VP5s for reimbursement are not to be issued after travel is completed. Expenses in excess of the original cash advance amount will be reimbursed by the Cash Advance Desk via a *DEFINE VP2 payment voucher.
- The destination is in an isolated area or region with limited access to suppliers or services that accept credit cards.
- Travel is for an extended period of time.
- The employee does not qualify for the university-facilitated Diners Club Travel Credit Card.
- The employee's university-sponsored Diners Club Travel Credit Card is lost or stolen.
- A faculty member takes a group of students overseas for educational purposes, such as for a study abroad program.
- It would be a financial hardship for the employee to pay the travel expenses out of pocket.
C. How to Request a Travel Cash Advance
Travel cash advance requests must be submitted to the Travel Section of the Office of Accounting at least seven business days prior to the date funds are needed. To request a travel cash advance, take the following steps:
- Complete the Travel Cash Advance Request Form. Note: The Departmental Reviewer is listed on this form when the UBOC officer does not personally review and sign the Travel Reconciliation Summary Form. This person can be anyone authorized by the UBOC.
- Print the completed form on departmental letterhead. The form must be signed by two people. The form must be signed by two people:
- A University Business Officers Council (UBOC) member
- An authorized signer on the account (See GB1 screen of *DEFINE.) (Note: The traveler may not sign the request form.)
- Assemble a packet that includes the following items:
- Completed Travel Cash Advance Request Form Note: All funds required for travel should be requested on the Cash Advance Request form. *DEFINE VP5s for reimbursement are not to be issued after travel is completed. Expenses in excess of the original cash advance amount will be reimbursed by the Cash Advance Desk via a *DEFINE VP2 payment voucher
- A copy of the *DEFINE Request for Travel Authorization (VE5 document) for the traveler
- All required authorization documents listed in section D. Required Documentation
- Send by campus mail or hand deliver the packet of original documents to the Cash Advance Desk in the Office of Accounting, Main 132, Mail code K5300.
April 23, 2014 19.1.3. Equipment Insurance and Related Claims
B. Rates
Equipment insurance for the current policy period (November 1, 2013 – October 31, 2014) can be purchased at a rate of $0.60 per $100 of equipment value for most items, and $1.39 per $100 of equipment value for airborne or waterborne use items.
C. Equipment Policy Details
- Carrier: Travelers Lloyds Insurance Company
-
Limits of Insurance
$25,000,000
Any one occurrence
-
Exclusions
The equipment insurance policy excludes losses due to:- Governmental Action (seizure or destruction of property by order of governmental authority)
- Nuclear Hazard
- War and Military Action
- Inventory Shortage
- Pollution
- Programming Errors
- Hidden or Latent Defect, Mechanical Breakdown or Failure (does not apply to mechanical breakdown due to crash, collision, upset or overturn as evidenced by external visible damage)
- Wear and Tear/Gradual Deterioration
- Other exclusions as defined by the policy
D. Coverage
Each department has a designated inventory contact listed in the Organizational Hierarchy System (OHS) Contacts System. The Annual Equipment Insurance System (AEIS) is used to track and report insured equipment.
-
How to Obtain or Drop Annual Equipment Insurance during Renewal Time
During the annual renewal, which normally occurs in September for a policy effective date of Nov. 1, all equipment is reviewed by the department's inventory contact to determine if insurance should be continued for each item. Equipment insurance must be renewed annually in AEIS to maintain coverage. Access to AEIS is granted through the *DEFINE NVE command authorization by the department's electronic office manager. Training is provided annually by the Office of Accounting Risk Management section. For more information, see DE 438 Equipment Insurance or contact oa.riskmgt@austin.utexas.edu.
-
How to Obtain or Drop Annual Equipment Insurance during Nonrenewal Time
To request the purchase of equipment insurance, contact the department's inventory contact. Premium expense will be charged for the remainder of the policy year.
-
How to Obtain Temporary Equipment Insurance
To obtain temporary equipment insurance, which is only available for items loaned or leased to the university, follow these procedures:
- Complete the Temporary Equipment Insurance Request Form.
- Send an email to the authorized signer (typically a dean, director, or chair) on the account to be charged for the premium expense.
- The account signer should forward the email to oa.riskmgt@austin.utexas.edu along with the spreadsheet from Step 1. The authorized signer may copy the requestor on the email.
-
How to Obtain Waterborne or Airborne Equipment Insurance
To obtain waterborne equipment insurance, which is available only on a year round basis for property to be used while waterborne, underwater, or over the side of watercraft, follow these procedures:
- Complete the Airborne/Waterborne Equipment Insurance Request Form.
- Send an email to the authorized signer (typically a dean, director, or chair) on the account to be charged for the premium expense.
- The account signer should forward the email to oa.riskmgt@austin.utexas.edu along with the spreadsheet from Step 1. The authorized signer may copy the requestor on the email.
April 21, 2014 11.5. Travel Reimbursements - General Information
2. Travel Payment Voucher (VP5)
An electronic Travel Payment Voucher (*DEFINE VP5) must be prepared to reimburse any traveler with an approved RTA. Print the VP5 coversheet, have the traveler sign it, and forward the signed coversheet and all required receipts to Travel Services in the Office of Accounting (K5300). For more information about receipts, refer to 11.5.4. Receipts.
Note: If the traveler is an employee, student employee, or prospective employee, the traveler’s signature is required only when paying with state funds. If the reimbursement is being paid with local funds, the signature on the VP5 coversheet is optional. However, if a transfer document (VT6) is created to move the expense from local to state funds, the VT6 document will not be approved by the Office of Accounting until the traveler’s signature is obtained on the VP5 coversheet.
April 17, 2014 16.5. United States Government-Owned Equipment - General Information
A. Purpose and Scope
These procedures briefly cover aspects of procuring, receiving, controlling, tracking, maintaining, and disposing of U.S. Government property. It is the responsibility of the user of government property to follow these procedures. When questions arise that are not answered by these procedures, the Office of Naval Research Regional Office (ONRRO) or cognizant Property Administrator should be consulted to determine the procedure to be followed.This document provides instructions to project directors/principal investigators and Department Chairmen on the procedures necessary for the control of U.S. Government-owned equipment in the possession of The University of Texas at Austin (UT Austin) operating in the capacity of a non-profit research and development contractor. It is based on procedures and policies of the various Government agencies as announced in their respective publications and guidance letters.
These procedures apply to Government contracts and grants handled by UT Austin. However, the guidelines presented in this document do not preclude the utilization of supplemental systems such as those at the Applied Research Laboratories (ARL) and Electrical Engineering Research Laboratory so long as such supplemental systems come within the basic framework and ensure adequate control and accountability.
April 15, 2014 16.5.2 Care, Maintenance, and Utilization
E. Maintenance of Equipment
1. Preventive Maintenance
The preventive maintenance measures are designed to preserve and prolong the useful life of the property, minimize the incidence of failure through breakage of its component parts, and promote its full utility through maintenance of high standards of condition and performance. The preventive maintenance program will include the following:- Provision of a proper environment for the preservation of the property, compatible with its use in performance of authorized research.
- Cleaning and painting, or application of suitable preservative coatings to equipment, as required for surface protection and good appearance as well as proper storage and preservation of accessories and special tools furnished with an item of equipment but not regularly used with it.
- Routine daily cleaning and lubrication of metalworking machines. A thorough cleaning and lubrication will be scheduled weekly. Removal of sludge, chips, and cutting oils from metalworking machines that will not be used for an extended period of time.
- A constant surveillance by cognizant persons of all property, especially machine shop equipment and vehicles, for evidence of improper maintenance, malfunction, or wear, and the reporting of equipment shortcomings to their supervisors.
- A periodic inspection and servicing of equipment to assure detection of maladjustment, wear, or impending breakdown.
April 15, 2014 Glossary of Common Business and Financial Terms
FAR. See Federal Acquisition Regulation. fabricated equipment. Equipment made or constructed from raw or processed materials, supplies, parts, small tools, components, etc. in accordance with the terms of a contract or grant to accomplish specific research purposes or goals. A detailed explanation is provided in Section 16.5.1 of this publication.
April 15, 2014 7.7.12. Purchase of Licensed Software
All content on page replaced.
April 2, 2014 9.1.1. Entertainment and Official Occasions Expenses
Updated to include the following:
To prevent a personal tax liability, an itemized receipt or ticket is required for meals, or events with food, and the receipt or ticket must include the number of attendees. If an itemized receipt or ticket is not available, a statement declaring this must be included either on the OOEF, the nonitemized receipt, or in the Notes section of the electronic document, and the unit business officer, unit head, director, chair, or official delegate must approve the expense. This approval may be in the form of a signature on the OOEF or nonitemized receipt, or approval in the electronic routing of the document. It is also recommended that the department have the employee attest that an itemized receipt was not available.
All other consumable and non-consumable items, such as those purchased from grocery or department stores, must be itemized without exception.
The university is exempt from state sales tax, so faculty and staff must follow the Texas Sales and Use Tax Exemption Certificate Instructions and present the exemption certificate to the vendor at the time of purchase. However, if paid with personal funds, employees can be reimbursed for sales tax on business meals. For tax charged on goods and services, refer to 9.1.2. Other Reimbursements, for guidance.
Unlike state sales tax, the university is not exempt from the mixed beverage sales tax enacted on January 1, 2014
h. Gratuities on Restaurant Receipts
Gratuities are allowed within reasonable limits. Gratuities should not exceed $5 over 20 percent of the bill subtotal before sales tax. An explanation must be provided in the NOTes section of the *DEFINE payment voucher if tips exceed this amount; such incidents could be the result of a restaurant gratuity limit of more than 20 percent.
March 18, 2014 20.1. Introduction and Resources
Updated to include the following:
The University of Texas at Austin is required to comply with state and federal mandates to establish an active and ongoing records management program. A state (university) record is any recorded information created or received in the course of university business. This includes records created or maintained by the university as well as those created or maintained on behalf of the university by a third-party vendor. No official university record (paper, microform, electronic, or any other media) may be destroyed without following university disposition procedures, developed to comply with Texas Government Code, Title 4, Subtitle D, Chapter 441.180-441.205, Subchapter L. Preservation and Management of State Records and Other Historical Resources and Texas Administrative Code, Title 13, Part 1, Chapter 6. State Records.
February 28, 2014 Updated to include the following:
- Confirm the actual dates of the visit and the type of U.S. entry visa with the visitor.
- Provide the visitor with an official invitation letter to ensure a proper stamp is issued by the U.S. border authorities in the visitor’s passport.
- Call Contractor Services in the Office of Accounting at 512-471-7820 to confirm that the visitor’s country of residence has treaty benefits available.
- If the visitor is eligible for treaty benefits, make a treaty benefit appointment with the Office of Accounting. Due to the limited availability of appointments, schedule the appointment early to ensure the visitor will have an appointment time available during the time the visitor will be at the university.
- If the visitor already has a U.S. tax number [Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)], the appointment will take no longer than 30 minutes.
- If the visitor does not have a U.S. tax number (SSN or ITIN), the appointment will take no longer than one hour.
Note: A visitor without a U.S. tax number can be issued a payment Nov. 16th thru Dec. 31st of each calendar year, but will not be eligible for tax treaty benefits during this time. Because the Internal Revenue Service (IRS) requires up to two months for issuing U.S. tax numbers, it will not be possible to issue the payment to the visitor under the tax treaty benefit, which expires by the end of the year. Therefore, tax treaty appointments cannot be made for these visitors during this period.
- Collect all items on the B or J checklist except the I-94 electronic authorization. When the visitor arrives, make a copy of the I-94 electronic authorization if the visitor has one or pull a copy from the link provided on the checklist.
- All checklist items must be faxed to the Office of Accounting at 512-471-2728 and must be received at least 24 hours prior to the meeting. Note: If the list contains security sensitive information, send via the Secure Message System.
If all checklists items are not received at least 24 hours prior to the appointment, the scheduled appointment will be canceled. If arrival/departure stamp in the passport or the electronic I-94 issued indicates a different immigration status than expected, treaty benefits may not be available. Keep a departmental copy of the checklist items to attach to the payment voucher when submitted for payment to the Office of Accounting. Call Contractor Services at 512-471-7820 immediately after submitting the checklist items to confirm the appointment.
- Escort the visitor to the Office of Accounting in MAI 132 and attend the appointment with the visitor to provide assistance if needed. The department must bring all checklist items, and the visitor must bring his/her passport to the scheduled appointment, including a copy of the original electronic I-94 admission number retrieval.
February 17, 2014 12.5.2. Authorization for J Visitors
Updated to include the following:
The department must obtain all of the items listed on the J Visitor Checklist from the visitor while the person is at the university. The I-94 electronic authorization will not be available on the U.S. Customs and Border Protection (CBP) website once the individual has returned to his or her home country, so it is critical to collect these items while the visitor is still physically present at the university.
February 17, 2014 12.5.1. Authorization for B Visitors
Updated to include the following:
It is recommended that the department provide the visitor with an invitation letter that confirms the dates and business purpose of the visit to the university. The letter must be presented to the U.S. Customs and Border Protection authorities to ensure that the business status stamp B-1 or WB is placed on a page in the passport booklet for this visit to the U.S.
In rare circumstances, a visitor who is not in business status and is already in the United States for tourist purposes (tourist status of B2 or WT) may be invited for an incidental visit to the university and be compensated for services.
The department must obtain all of the items listed on the B Visitor Checklist from the visitor while the person is at the university. The I-94 electronic authorization will not be available on the U.S. Customs and Border Protection (CBP) website once the individual has returned to his or her home country, so it is critical to collect these items while the visitor is still physically present at the university.
February 17, 2014 7.7.6. Purchase and Payment Methods for Technology Purchases
Updated to include the following:
Purchase and payment methods for software applications remain the same regardless of the owner of the device (university or employee).
University departments retain ownership of the software applications they purchase regardless of device ownership. Upon separation from the university, employees must remove all university-owned applications from personally-owned devices. Departments must make a reasonable effort to ensure compliance.
University departments can participate in the Apple Volume Purchase Program to purchase iOS apps and books in volume for distribution to university staff and students. The Procard is the only payment method approved by the university for this program.
February 14, 2014 20.4. Departmental Records Management – General Information
Updated to include the following:
Departments at The University of Texas at Austin are responsible for following the policies and procedures developed by Records Management Services (RMS) to preserve and protect all records that the department maintains or which are created or stored for the department by a private contractor to the university. Managing departmental records includes systematically controlling the department’s records from creation to final disposition, whether that means the record is destroyed or transferred to the archives. Departments must also ensure contracts to create, manage, or maintain university records have provisions for the contractor to comply with state records laws and university records management policy. In order to effectively manage records, departments must designate at least one departmental records management contact (DRMC) using the Organizational Hierarchy System (OHS). Large departments with specialized divisions may designate a DRMC for each division.
December 16, 2013 Updated to include the following:
Departments at The University of Texas at Austin are required to preserve and protect all records maintained within the department or which are created or stored on behalf of the department by a private contractor. A records inventory lists all the records for which the department is responsible and provides specific details about how records are managed. The records inventory is the primary document of a records management plan and may be developed in the form of a spreadsheet, database, or other format. For more information, refer to 20.4.3. Records Management Plan.
December 16, 2013 20.4.3. Records Management Plan
Section 20.4.3.7.d. added the following:
- Records Retained in Non-University Systems
- The department must document contract provisions requiring contractors to comply with state laws, codes, and rules pertaining to state records and with university records management policy. For more information, refer to 20.4.4 Contracts Pertaining to State Records.
- The department must ensure that retention and destruction requirements and procedures for each record series maintained through a private contractor are listed in the departmental records inventory.
December 16, 2013 20.5. Disposition of Records – General Information
Updated to include the following:
Whether an official record is created and maintained within The University of Texas at Austin or by a private contractor to the university, its life-cycle ends with disposition, which takes one of two forms: the record is transferred to archives or the record is destroyed. The university is required to retain one copy of every record created through university business processes, and retention requirements apply to that copy, which is the master record. The university is also required to record the final disposition of every master record in the university disposition log, which is managed by Records Management Services (RMS).
December 16, 2013 20.5.1. Requirements for Disposition of Records
Updated to include the following:
Whether a record is created and maintained within The University of Texas at Austin or by a private contractor to the university, its disposition requirements depend on whether the record is a master record, a convenience copy, or transitory information. For detailed instructions regarding records that contain confidential or sensitive information, refer to 20.7.1. Managing Confidential or Sensitive Records and 20.7.2. Destruction Options for Confidential or Sensitive Records.
Caution: If a determination cannot be made as to whether a record is a master record or a convenience copy, the record must be treated as a master record and all requirements for disposition of master records must be applied. For more information, refer to 20.6.2. Convenience Copies.
December 16, 2013 20.5.2. Confidential or Sensitive Records versus Nonconfidential Records
Updated to include the following:
Any record created and maintained within The University of Texas at Austin or by a private contractor to the university can contain confidential or sensitive information, whether it is a master record, a convenience copy, or transitory information. Records that contain confidential or sensitive information have additional requirements for management.
Master records, convenience copies, or transitory information records that meet retention requirements and do not contain confidential or sensitive information can be disposed by any method available in accordance with 20.5.1 Requirements for Disposition of Records. There are no special requirements for nonconfidential records that are approved for archival transfer. Records that do not contain confidential or sensitive information and are approved for destruction by RMS can be placed in recycle bins or disposed of by any method available.
December 16, 2013 20.5.3. Archival Review/Transfer Procedures
Updated to include the following:
Archival review and transfer procedures apply to master records at The University of Texas at Austin or those retained on behalf of the university by a private contractor. Archival review and transfer requirements are listed in the top half of the Archival/Vital column of The University of Texas at Austin Records Retention Schedule (UTRRS). When archival review or transfer is required for a record that has met retention requirements, the following procedures must be used.
December 16, 2013 20.5.4. Destruction Procedures and Form
Updated to include the following:
The following destruction procedures apply to master records at The University of Texas at Austin. Departments must contact Records Management Services to authorize the destruction of master records created and maintained by a contractor to the university. Retention requirements for master records are listed in The University of Texas at Austin Records Retention Schedule (UTRRS). Records that have archival review or transfer requirements have additional disposition procedures. For more information, refer to 20.5.3. Archival Review/Transfer Procedures.
December 16, 2013 Updated to include the following:
The University of Texas at Austin is required to keep one copy of every record created in the course of university business whether the record is created and maintained within the university or by a private contractor to the university. The master record or official university record is the record that is retained, subject to The University of Texas at Austin Records Retention Schedule (UTRRS) requirements and university disposition policies. The master record may or may not be the original and may be created or retained in any medium (e.g., voice mail, fax, email, hard copy). When the same record serves different business purposes in two or more departments, each department must manage the record as a master record. This is known as dual master records. If a master record is captured as an image, the image may be retained as the master and the hard copy original becomes a convenience copy. For more information, refer to 20.6.2. Convenience Copies.
Departments may also engage a private contractor for services that create, manage, store and dispose of master records so long as the contract expressly provides that the contractor will comply with applicable state laws and university policies relating to the management, access, retention, and destruction of state records. For more information, refer to 20.4.4 Contracts Pertaining to State Records.
December 16, 2013 Updated to include the following:
Records created, managed, or retained in electronic formats or automated systems as master records at The University of Texas at Austin or by a private contractor to the university must be retained and disposed of in accordance with The University of Texas at Austin Records Retention Schedule (UTRRS) and university policy. State law regarding electronic records requires that they are individually identifiable and retrievable for their entire retention period. Backup tapes cannot be considered a method of retaining records unless the backup tape is indexed for individual record retrieval.
C. Master Records Retained in Electronic Format at the Department Level
A department may choose to image records or use automated recordkeeping programs at the departmental level. For records maintained electronically at the department level, each department has a responsibility to follow federal and state regulations regarding electronic records. For detailed instructions on meeting required standards, refer to the Departmental Management of Imaged Master Records Acknowledgment. Departments that choose to manage electronic or imaged records must include a signed copy of the acknowledgment in the department’s records management plan.
December 16, 2013 20.8. Records Management Terminology
Added the following definition:
state record. (also referred to as university record, official record, master record) Recorded information created or received in the conduct of official university business. State records include (1) a record that is created or maintained by the university and (2) a record that is created or maintained for the university, and the university owns the information or has a right of access to it (e.g., a state record in the possession of a private contractor to the university).
December 16, 2013 10.2. Service Center Policy Summary
Section D.2. added the following:
- Advanced billing for services or products is not allowed.
December 6, 2013 Section C.1.b. contact information updated
October 9, 2013 19.1.3. Equipment Insurance and Related Claims
Section completely rewritten
October 1, 2013 9.1.1. Entertainment and Official Occasions Expenses
Section K.1.e.
Replaced:
Caution: The university is exempt from state sales tax, so faculty or staff must follow the Texas Sales and Use Tax Exemption Certificate Instructions and present the exemption certificate to the vendor at the time of purchase of consumable or non-consumable items on behalf of the university. Faculty and staff can be reimbursed for the actual cost, but if Texas sales tax is charged, it will not be reimbursed. However, for purchases of meals at restaurants, if the sales tax exemption is not available to patrons of the restaurant, the sales tax will be reimbursed.
With:
Caution: The university is exempt from state sales tax, so faculty and staff must follow the Texas Sales and Use Tax Exemption Certificate Instructions and present the exemption certificate to the vendor at the time of purchase. However, if paid with personal funds, employees can be reimbursed for sales tax on business meals. For tax charged on goods and services, refer to 9.1.2. Other Reimbursements, for guidance.
September 13, 2013 9.1.5. Communication Device Allowance
Sections B and C updated, Section E removed, replaced by Section F.
September 3, 2013 7.12. Sustainability - Statement and Purpose
Section renamed and completely rewritten
August 16, 2013 10.3.8. Service Center Administration
Section F. Working Capital
Replace:
Working capital is operating income less expenses. Within the fiscal year, a service center is allowed a maximum working capital amount that is the lesser of 60 days or 20 percent of expenditures excluding depreciation. Any surplus balance must be eliminated or utilized by fiscal year-end.With:
July 23, 2013 H. Breakeven Rates
Section completely rewritten
July 23, 2013 D.5. Calculation of Effective Balance
Section completely rewritten
July 23, 2013 7.10.1. POINT Plus Purchase Order Changes
Removed the following note:
Note: An FYI copy on the Purchase Order Summary page does not display the COR action in the Select an Action drop-down menu.
July 15, 2013 7.10.4. Purchase Order Cancellations
Section completely rewritten to reflect new PO cancellation documents.
July 15, 2013 7.6.1. Debarment and Suspension
Replaced second paragraph:
For purchases with a gross amount (prior to trade-ins) exceeding $25,000 using federal funds, the purchasing buyer checks SAM to ensure that the vendor has not been debarred or suspended from receiving federal funds. The purchasing buyer then includes a copy of the SAM search results with the purchase order file to verify the vendor’s status.
With:
For all purchases using Homeland Security funds (of any dollar amount) or other federal funds with a gross amount (prior to trade-ins) exceeding $25,000, the purchaser must check SAM to ensure that the vendor has not been debarred or suspended from receiving federal funds. The purchaser must then retain a copy of the SAM search results with the purchase order file to verify the vendor’s status.
July 2, 2013 16.5.4. Records
Replace Part 45.505-1 with Part 52.245-1
Removed the following from 16.5.4.C.4.
- Department of Defense (DOD) Property in the Custody of Contractors (DD Form 1662). The 1662 Report is prepared annually for the period ending September 30th. Report is due no later than October 31. Negative reports are not required.
June 25, 2013 16.5. United States Government-Owned Equipment - General Information
Replace Part 45.5 with Part 52.245-1
Updated Federal Acquisition Regulation hyperlink from http://www.arnet.gov/far/ to http://www.acquisition.gov/far/
June 25, 2013 7.6.1. Debarment and Suspension
Full section text rewritten.
June 17, 2013 Section C.1.added the following:
All business-related air travel for university employees and students must be arranged through Anthony Travel or Corporate Travel Planners, the two university-contracted travel agencies. For more information, refer to the airfare purchase policy on the Travel Management Services website.
May 21, 2013 Section B.1.e.added the following:
Athletics-related employee merchandise awards that exceed fair market value of $50 are monitored by the Athletics Business Office and reported annually to Payroll Services to be included in the employee’s W-2.
Section B.2.added the following:
Athletics-related non-employee and student awards that exceed fair market value of $50 are monitored by the Athletics Business Office and reported annually to The Office of Accounting if awards collectively total $600 or more.
May 10, 2013 9.1.1. Entertainment and Official Occasions Expenses
Section H. updated to include the following:
H. Flowers or Other Perishable Items for Individuals
Flowers or other perishable items to or for individuals that are not associated with a university-funded event must be sent in the name of the sending department or office. Examples of other perishable items include cookies, fruit, chocolate, pre-cooked meal, or basket of pre-packaged food items. Flowers or other perishable items may be purchased for funerals, memorial services, hospital stays, and extended illnesses or for congratulations or recognition. Flowers or other perishable items may be paid by reimbursement to the purchaser or by direct payment to the florist or vendor. This type of expense requires an Official Occasion Expense Form. Refer to the Entertainment and Official Occasion Expenditure Policy Chart for dollar limits.
May 10, 2013 4.2.2. Voucher Adjustments and Corrections - VT6 Guidelines
Section B. added the following:
-
Correcting Endowment Gift Deposits to or Transfers from 57-Accounts
Once an entry posts to a 57-account, that entry can only be corrected by Financial Accounting Services (FAS) and Endowment Services. If an endowment gift deposit or transfer must be corrected, departments must not reverse the gift deposit or transfer from the 57-account in *DEFINE. This includes transfers between 57-accounts and transfers from 57- to 30-accounts. All requests must be directed to the FAS team in the Office of Accounting.
May 7, 2013 11.1. Travel Introduction and Resources
Section A. added the following:
Note: Additional requirements for travel expenditures may be promulgated by the dean, vice president, or unit business officer.
May 7, 2013 9.1.1. Entertainment and Official Occasions Expenses
Section K.1.e. added the following:
Caution: The university is exempt from state sales tax, so faculty or staff must follow the Texas Sales and Use Tax Exemption Certificate Instructions and present the exemption certificate to the vendor at the time of purchase of consumable or non-consumable items on behalf of the university. Faculty and staff can be reimbursed for the actual cost, but if Texas sales tax is charged, it will not be reimbursed. However, for purchases of meals at restaurants, if the sales tax exemption is not available to patrons of the restaurant, the sales tax will be reimbursed.
March 28, 2013 Section D.1.b. updated to include the following:
Credit card information stored on local hard drives must be properly secured and properly disposed of in accordance with the official University Records Retention Schedule (see section D2 of this Part for more information). If a department stores confidential credit card information on a local hard drive, the department must contact the Information Security Office (ISO) to ensure the information is stored in compliance with Payment Card Industry Data Security Standards (PCIDSS). Hard drives must be wiped clean before disposal.
The University of Texas at Austin Records Retention Schedule (UTRRS)
Section D.2. updated to include the following:
Both paper and electronic records are to be stored securely for the current fiscal year plus three years in accordance with the official University Records Retention Schedule records series AALL454 Detail-Credit Card Transaction. For more information, refer to the Handbook of Business Procedures:
March 28, 2013 Section D. replaced:
Employees may be reimbursed for travel in personally owned or leased aircraft at the rate of 40 cents per highway mile for single engine aircraft and 55 cents per highway mile for twin engine aircraft.
An employee may be reimbursed for the cost of renting or chartering an aircraft if the Texas Department of Transportation—Aircraft Fleet Services provides written approval. An employee may rent or charter an aircraft if a state-owned aircraft is not available or if the rental would reduce the cost of transportation.
with:
Employees holding a private or commercial aircraft license may not operate leased or privately owned aircraft in conjunction with official university business unless authorized by the Chancellor or his or her designee. More information is available at the UT System Board of Regents Rule 20601.
January 29, 2013 Section A. added:
The subsections of this section define The University of Texas Austin’s procedure for processing prepayments directly to suppliers and do not pertain to reimbursements for individuals such as employees, students, and independent contractors. For procedures for individual reimbursements, refer to 9.1.2 Other Reimbursements, 9.1.1 Entertainment and Official Occasions Expenses, and 11.Travel.
January 29, 2013 9.1.1. Entertainment and Official Occasions Expenses
Section K.1.c. replaced:
When using UT Market for entertainment and official occasion-related items, or for IDT charges from The Carillon, departments must attach a signed Official Occasion Expense Form (OOEF) for each purchase and include the form as a basic part of the back-up documentation retained at the departmental level. Backup documentation is subject to review and must be provided upon request for auditing purposes.
with:
When using UT Market for entertainment and official occasion-related items, or for entertainment IDT charges from The Carillon and Housing and Food 40 Acres Catering, departments are not required to send the signed Official Occasion Expense Form (OOEF) to the Office of Accounting. Departments must attach a signed OOEF for each purchase and include the form as a basic part of the back-up documentation retained at the departmental level. Backup documentation is subject to review and must be provided upon request for auditing purposes.
January 25, 2013 11.5. Travel Reimbursements - General Information
Section H. Updated to include the following text:
A cancellation or change charge is reimbursable only if the charge is incurred for a business-related reason or a reason listed on the Texas Comptroller of Public Accounts, Textravel Exceptions page.
Voucher Requirements:
- The voucher must specify the business-related reason or unrelated state business exception for the cancellation.
- Proof that the cancellation charge has been paid must be submitted with the voucher transmittal form.
- If the cancellation charge is for an unused airline ticket, the original ticket must be submitted with the voucher transmittal form.
January 10, 2013 Section C. updated steps one and two to include the following:
- Complete the Travel Cash Advance Request Form. Note: The Departmental Authorized Reviewer is listed on this form when the UBOC officer does not personally review and sign the Travel Reconciliation Summary Form.
- Print the completed form on departmental letterhead. The form must be signed by two people. The form must be signed by two people:
- A University Business Officers Council (UBOC) member
- An authorized signer on the account (See GB1 screen of *DEFINE.) (Note: The traveler may not sign the request form.)
Section F. replace:
- the traveler's supervisor
with:
- UBOC member or departmental authorized reviewer
Section G. added the following text:
Forms of payment accepted:
- cash (must be exact change)
- checks
- traveler’s checks
- money orders
Reconciliations without repayment may be sent via campus mail (K5300); however, the Office of Accounting is not responsible for lost documentation. The department must keep copies of all reconciliations and supporting documentation until the cash advance is closed.
Janaury 4, 2013 24.2.1. HUB Subcontracting Plans (HSP)
Section A. replaced the first paragraph with the following two:
In accordance with Texas Government Code, Title 10, Subtitle D, Chapter 2161, Subchapter A, Section §2161.252 Agency Determination Regarding Subcontracting Opportunities and Texas Administrative Code, Title 34, Part 1, Chapter 20, Subchapter B, Rule §20.14 Subcontracts, before The University of Texas at Austin solicits bids, proposals, offers, or other applicable expressions of interest for a contract with an expected value of $100,000 or more, the HUB coordinator at the university must determine whether subcontracting opportunities are probable under the contract.
If subcontracting opportunities are probable, the university’s invitation for bids or other purchase solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more must state that probability and require a HUB Subcontracting Plan (HSP). Any bid, proposal, offer, or other applicable expression of interest for the contract that does not include a required HSP is considered nonresponsive.
December 14, 2012 Section B. added the following text:
A department can only use state funds for a hotel payment if the hotel is a contracted hotel listed in the Texas Comptroller of Public Accounts, Hotel Directory Listings website or a noncontracted hotel that meets one of the exceptions listed on the Texas Comptroller of Public Accounts, State Purchasing, Travel Audits & Exceptions Web page.
October 19, 2012 19.1.3. Equipment and Ocean Cargo Insurance and Related Claims
Section B. updated to include the following text:
Equipment insurance for the current policy period (insured through October 31, 2012) can still be purchased at a rate of $0.35 per $100 of equipment value. This deeply discounted rate is available due to co-sponsorship from the CFO for the 2011-2012 policy year. Note that premium rates will likely increase to at least $0.60 per $100 of equipment value for most items, and $1.30 per $100 of equipment value for waterborne use items.
Premium rates for the upcoming policy year November 1, 2012 – October 31, 2013 are under negotiation and will be published once finalized.
Section D.5. added:
How to Obtain Waterborne Equipment Insurance
To obtain waterborne equipment insurance, which is available only on a year round basis for property to be used while waterborne, underwater, or over the side of watercraft, follow these procedures:
- Complete the Waterborne Equipment Insurance Request Form.
- Send an email to the authorized signer (typically a dean, director, or chair) on the account to be charged for the premium expense.
- The account signer should forward the email to oa.riskmgt@austin.utexas.edu along with the spreadsheet from Step 1. The authorized signer may copy the requestor on the email.
September 11, 2012 9.1.1. Entertainment and Official Occasions Expenses
Section K.1.e. replaced:
To prevent a personal tax liability, an itemized receipt or ticket is required for meals, or events with food, and the receipt or ticket must include the number of attendees. If itemized receipts or tickets are not available, a statement declaring this must be included and signed by the employee, and the unit business officer, unit head, director, or chair must approve the expense.All other consumable and non-consumable items, such as those purchased from grocery or department stores, must be itemized without exception.
With:
To prevent a personal tax liability, an itemized receipt or ticket is required for meals, or events with food, and the receipt or ticket must include the number of attendees. If an itemized receipt or ticket is not available, a statement declaring this must be included either on the OOEF, the nonitemized receipt, or in the Notes section of the electronic document, and the unit business officer, unit head, director, chair, or official delegate must approve the expense. This approval may be in the form of a signature on the OOEF or nonitemized receipt, or approval in the electronic routing of the document. It is also recommended that the department have the employee attest that an itemized receipt was not available.All other consumable and non-consumable items, such as those purchased from grocery or department stores, must be itemized without exception.
August 31, 2012 Section C. updated to include the following text:
Some foreign destinations are considered restricted regions and travel must be approved by the International Oversight Committee. For information on this policy and its procedures, go to the International Office’s UT Travel Policy to Restricted Regions Web page.
August 27, 2012
