Handbook of Business Procedures

7.7.7. PURCHASES THAT DO NOT REQUIRE A PURCHASE ORDER

The following goods and services purchased for The University of Texas at Austin use do not require a purchase order:

• Regulated utilities
• Subscriptions to publications
• Cell phones and pagers¹
• Cell phone and pager monthly service charges¹
• Internet service providers (ISPs)¹
• ISP monthly service charges¹
• Professional memberships related to an employee’s work
• Exam fees
• Seminar registration fees
• Accreditation fees
• Exhibit booth fees
• Postage, including Postmaster payments to replenish meter permit
• Catering²
• Freight only - not associated with a purchase order
• Tuition
• Classified advertising³ or advertising in books, journals, and magazines
• Page charges for reprints
• Books on local funds that are ordered directly from the publisher
• Demurrage, or cylinder rental fees
• Items purchased for sole purpose of resale⁴
• Items purchased solely using funds collected for conferences, camps, or seminars⁴
• 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.

¹ If an instrument or service is purchased from a Department of Information Resources (DIR) Tex-AN contract and the supplier requires a purchase order, a purchase order must be used and monthly service charges must be paid using the *DEFINE VP1 document.

² If a catering company requires a signature on a contractual agreement prior to providing the service, forward the documents to the business contracts administrator in the Business Contracts Office for review and processing.

³ Local newspapers prefer to charge a credit card or invoice a registered subscriber.

⁴ The procurement process should follow purchasing guidelines and use best value standards in selecting a supplier.

Part 7. Purchasing - Table of Contents