Procedure for Submitting Business Contracts for Review, Approval, and Execution

Complete and submit BFS Contract Intake Form 

*All required fields (marked with a red asterisk) must be filled out prior to submission. 

*Field visibility may vary based on your selections during form completion.

Who Should Submit the Form?

As the Contract Requester, you are responsible for submitting an Intake Form for any purchase agreement you believe requires a formal contract.

UT employees are not authorized to sign any contract documents.  If a signature is required on a document, the Intake Form should be submitted.

What Happens After Submission?

Once submitted, your request follows these steps:

1. Routing to Business and Financial Services (BFS)
   • For purchasing and HUB (if applicable) approval.
2. BFS will forward to Business Contracts via Contracts Plus

Business Contracts will:

• Review your request
• Approve or reject it
• Create the official contract record
• Distribute it to relevant parties for review and approval
• Send it out for electronic signature

Emergency or Expedited Requests

If an urgent situation arises, please explain the circumstances in the Notes section of the Contract Intake Form. BFS will make every effort to expedite reviews on a case-by-case basis.

Reminder

Services may not begin until the contract is fully executed by both parties.

The University of Texas at Austin claims an exemption from taxes under Chapter 20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property, as this property is being secured for the exclusive use of the State of Texas. Each purchase order contains the tax-exempt certificate. The university's Federal I.D. number is 74-6000203.

Do you need a Tax Exemption form? 

Launch Power Form (hopefully this can be a hyperlink to the Power From) 

Purchase Request Form 

Purchase Requests (PREQs) should be directed to the appropriate group:

• Utilities Purchasing (00087) – for requests related to Utilities and Energy Management.
• Facilities Buyers (00079) – for all other units.

Commonly Used Purchasing Forms - The most frequently used forms include the Exclusive Acquisition Form and the Best Value Determination.

Helpful Notes

BFS is happy to review your documents before they are sent for signature. Simply include your proposed documents with your purchase request, and we’ll assist with editing and finalizing them for approval.

Forms may require signatures or supporting documentation—please be sure to read the instructions for each form thoroughly before submitting.

Keep in mind that some forms may need to be routed through multiple departments for signatures and approvals.

If you're unsure which form to use, reach out to us at BFSPurchasingManagement@austin.utexas.edu. 

Procedure for Processing Noncompliant Purchases and Invoices

For purchases made without prior authorization through a purchase order or contract, the following steps must be followed:

1. Submit the BFS Noncompliant Form
   When payment is required for an unauthorized purchase, complete and submit the BFS Noncompliant Form.
2. Attach Supporting Documentation
   Include all required supporting documents—such as the invoice, quote, or proposal—with your submission.
3. Review and Routing
   After the BFS noncompliant purchase form is submitted:

• BFS Procurement will finalize the Noncompliant Form and route it for appropriate signatures.
• A purchase order will be processed in alignment with university policies.
• BFS Procurement will coordinate with BFS Accounts Payable to ensure timely invoice processing.

The ProCard (Procurement Card) is a credit card program designed to streamline purchases of low-dollar goods and services for university-related business.

Visit the official site: UT Austin ProCard

What You’ll Find on the ProCard Site

Cardholder Training & Guidelines
Access required training materials, policy documents, and compliance resources for cardholders and approvers.

Forms & Templates
Download commonly used forms like applications, reconciliations, change requests, and more.

Policies & Procedures
Understand purchasing limits, documentation requirements, restricted purchases, and audit responsibilities.

Purchasing Within Allowable Limits 

All purchases made via the ProCard must be within established single-transaction and cycle limits for the individual card. 

Requests to increase to single-transaction and cycle limits.  

The University of Texas at Austin has access to a wide selection of pre-established contracts for procuring goods and services. These agreements have been competitively bid and are fully compliant with university-approved terms and conditions, offering a streamlined and reliable purchasing process.

Types of Available Contracts

Local Contracts
Competitively bid by UT Austin for goods and services commonly needed across departments.

UT System Contracts
System-wide agreements accessible to all UT institutions. 

State Contracts
Includes TXMAS, DIR, and other term contracts available through the State of Texas.

Group Purchasing Organizations (GPOs)
UT Austin partners with approved GPOs to leverage volume discounts and favorable terms.

Why Use Existing Contracts?

• Saves time and effort by avoiding duplicate bidding.
• Ensures compliance with university and state procurement policies.
• Provides access to vetted vendors and competitive pricing.

For full details and contract listings, visit the UT Austin Handbook of Business Procedures – Use of Existing Contracts

UT Market is The University of Texas at Austin’s electronic procurement system, designed to simplify and streamline the purchasing process for staff. As part of the Financial Resource Management System (FRMS), UT Market enables users to shop from a wide range of approved suppliers, create virtual shopping carts, and route orders for approval and processing.

Key Features

Browse Multiple Supplier Catalogs
Access competitively priced products from a broad base of vendors.

Streamlined Ordering Process

Shoppers create carts and assign them to authorized buyers, who then complete the requisition in FRMS.

Carts should be assigned to the BFS group inbox by searching the Cart Assignees under UT EID and setting your preferences to BFS-Central Stores Buyers.

Fast Approvals & Order Fulfillment
Most orders are approved within 24 hours and dispatched electronically to suppliers.

Integrated Payment & Receiving
Invoices are matched electronically, and payments are processed by Accounts Payable.

HUB Vendor Support
Many UT Market suppliers are certified HUBs, supporting diversity in procurement.

Learn more and access the system on the UT Austin eProcurement Main Page

Before engaging individuals for services, The University of Texas at Austin requires departments to determine whether the individual should be classified as an employee or an independent contractor. This classification affects how payments are processed and ensures compliance with university and tax regulations.

The Employee/Independent Contractor Classification Checklist (EICCC) must be completed before any work begins and prior to issuing a purchase order, executing a business contract, or submitting an exempt services authorization form.

When Is the EICCC Required?

For services performed by individuals, sole proprietors, or single-member LLCs

For Contractor payments issued through Accounting

At the start of each calendar and fiscal year for recurring engagements

What Does the EICCC Do?

Determines whether payment should be made via Payroll Services or Accounting

Helps ensure proper classification based on employment history, service type, and relationship to the university

 For full guidelines and access to the checklist, visit the UT Austin Tax Services

To comply with federal and state regulations, The University of Texas is required to collect accurate Taxpayer Identification Numbers (TINs) and additional entity information for U.S. payees. This ensures proper reporting to the Internal Revenue Service (IRS) and satisfies State of Texas legal requirements.

BFS Procurement handles vendor setup and Payee Information Form (PIF) submissions on behalf of our customer departments. 

The form is submitted via DocuSign: Launch the PIF DocuSign PowerForm 

The University of Texas at Austin offers campus departments and staff access to Amazon Business Prime—a centralized procurement platform designed to streamline purchasing while ensuring compliance with university guidelines and budget efficiency.

The BFS Procurement team oversees and supports campus customers in managing their Amazon Business accounts. 

For program details, training resources, and account setup instructions, visit the Amazon Business Overview page.

Need help with managing your Amazon Business account or requesting access?
Please reach out to us at BFSPurchasingManagement@austin.utexas.edu