Handbook of Business Procedures

7.7.8. INCIDENTAL PURCHASES

Certain situations may arise when it is not possible to use a purchase order or procurement card (Procard) to pay for needed goods or services. For example, perhaps a vendor will not accept a purchase order or a credit card. In addition, departments that are a part of The University of Texas at Austin but are located outside of the Austin area often have limited choices on the goods or services needed and/or special requirements that cannot be effectively handled through the use of a purchase order or a Procard. In these situations, departments must follow one of the steps listed below.

• For Purchases of $1,000 or Less
  
  The department is not required to obtain approval from the Purchasing Office prior to the purchase. The department can procure the goods or services and make a payment using a *DEFINE VP2 document. The document notes must:
  • identify the payment as an incidental purchase.
  • state the reason why use of a purchase order or Procard was not practical.
• For Purchases Greater than $1,000
  
  Prior approval for the purchase must be obtained from the Purchasing Office. To obtain approval, send a request via email to the assistant vice president for procurement, contracts, and payment services. After approval is obtained, the department can procure the goods or services and make a payment using a *DEFINE VP2 document. The document notes must:
  • identify the payment as an incidental purchase.
  • state the reason why use of a purchase order or Procard was not possible.
  • identify who in the Purchasing Office approved the purchase.

Part 7. Purchasing - Table of Contents