The University’s Handbook of Business Procedures (HBP) is the online source for all purchasing and expenditure rules.

BFS clients use UT Tracker to submit invoices for payment and to request reimbursements for travel, entertainment and other business related expenses. This system also facilitates client billing needs.

For UT Tracker training, please refer to our UTLearn Module.

These are expenditures on food, beverages and related services (e.g., facility or equipment rentals, decorations, and other similar expenses) incurred for entertainment for university business. These expenses must be deemed appropriate in the best judgment of the approving authority, be cost effective, within budget authority, and serve a clear business purpose for the University.

Additional Information on entertainment expenses can be found in HBP Part 9.1.1.

The ProCard is to be used only for the purchase of low-dollar and low-risk goods and services for University business purposes when other methods of procurement are not more appropriate. Information on ProCard training and cardholder resources can be found at: Procard Office.

ProCard Transaction Log 

Additional information on ProCard usage can be found in HBP Part 7.8.4.

All travel for University of Texas business must be preapproved for absences of employees from their work location for periods of half a day or more during the normal working period, whether or not there is a cost to the university.  

Additional information on travel authorization can be found in HBP Part 11.2. 

For UT Tracker training, please refer to our UTLearn Module.

The University of Texas at Austin offers three Citibank credit card options to meet the needs of business travelers. Information on the types of travel cards and cardholder resources can be found at: Travel Management Services.

Additional information on credit card use can be found in HBP Part 9.1.6.

Payments made for goods and services received fall into five main categories within the UT Tracker system. These are purchase order payments, non-purchase order payments, contract payments, entertainment payments, and cash awards. 

For UT Tracker training, please refer to our UTLearn Module.

Purchase Order (PO) Invoice

Invoice associated with a purchase order. This payment requires confirmation of delivery. Once the invoice and confirmation of delivery are matched, payment to vendor can be processed. 

Non-Purchase Order (PO) Invoice

Invoice without a purchase order or contract. This can be payment to a vendor for goods or services, contractor payments, or reimbursement to an individual for non-entertainment purchase made for University business.

Contract Invoice

Invoice associated with a contract. Please provide a copy of the fully executed contract if not previously provided.

Entertainment Invoice/Reimbursement

Reimbursement and/or payment to vendor associated with an Official Occasion Expense Form (OOEF). For reimbursement, individuals should be listed as payee.

Cash Awards Invoice

Invoice for cash awards to be paid to students and employees of the University.

Payments are due 30 days after goods or services are provided or completed, or a correct invoice is received. Payments made after the due date will incur an interest charge.

Texas Government Code Chapter 2251 Payment for Goods and Services

Correction of Charges documents are used to make changes to documents that are final approved. These changes may include making corrections to object codes and amounts or moving transactions between departmental accounts.

Additional information on voucher adjustments and corrections can be found in HBP Part 4.2.2.

In lieu of a check, The University of Texas at Austin can issue wire transfers and bank drafts to pay recipients who send an invoice to the University or have a contractual agreement with the University for services performed or goods received. 

Additional information on wire transfers can be found in HPB Part 9.3.2.

Cash handling refers to the collection of cash, checks, and credit cards as well as deposits to university accounts. Cash handling is governed by UT System Policy 166 Cash Management and Cash Handling Policy.

UTS 166 Cash Management and Cash Handling Policy

Additional information on cash handling can be found in HBP Part 6.1-6.

For training, please refer to Cashier Training (formerly known as CW 505) in UT Learn.

The BFS billing process for clients encompasses the creation and distribution of invoices, collection of payments, and reconciliation. This process ensures accurate and timely billing through:

• invoicing of external clients
• processing University-wide billing
• collection of funds through ACH and direct deposits
• processing deposits of cash, check, and credit card payments

For more information, please contact the billing team: BFS-Billing@austin.utexas.edu

Invoicing External Clients (Letter Billing)

Letter Billing is the process of sending invoices to external vendors and clients through the UT Tracker system and reconciling when payment is received. Invoices can also be sent to colleges and universities for fees or payments. 

University-Wide Billing (Interdepartmental Transfers)

Interdepartmental Transfers is the process of billing departments across campus for goods and services provided by BFS clients.