To help ensure timely processing and payment before fiscal year-end, requisitions must be fully approved and received by Procurement Services, along with all required supporting documentation, no later than the deadlines listed below. Departments are responsible for verifying that all documentation is complete, accurate, and current, including properly executed forms and valid, unexpired quotations.
Requests submitted without the necessary approvals or required supporting documentation will be returned to the originating department for completion and resubmission.
Please also allow sufficient time for any additional reviews or approvals that may be required, including but not limited to Contract Management, Sponsored Projects/Grants, Risk Management, or other university review processes.
If you have any questions, please contact your procurement team at procurement@austin.utexas.edu. We appreciate your partnership and attention to these deadlines.
Please note that requisitions received after the specified deadlines may not be processed in the current fiscal year and may be returned to the creator for action in the new fiscal year.
Procurement – FY26 Year-End Schedule
Procurement Process | Submission Deadline | Notes |
|---|---|---|
| Formal Bidding - ITB | June 18, 2026 | PB4 document types that exceed $50,000 in value. |
| Informal Bidding | July 17, 2026 | PB3 document types greater than $15,000 and less than $50,000. |
| Exclusive Acquisition & Existing Contracts | July 17, 2026 | PB4 document types that exceed $15,000 in value and are on an existing contract. PB4 document type is used for Exclusive Acquisition requests & existing contract requests (Local, DIR, Alliance, Vizient, E&I, etc.). PB7/PB8 document type is used for TXMAS and other State Contract orders that must go through the TXSmartBuy system. |
UT Market orders over $15,000 | August 28, 2026 | PBU document types that exceed $15,000 in value. |
| Prime Source | August 31, 2026 | PBO & PBU document types less than $15,000 in value. |
| Formal Bidding – RFP | None | RFP requests shall be handled on an ongoing basis. Due to the complexity of the RFP process, the Procurement Office may not be able to guarantee project completion/contract issuance by August 31st.Please contact our office upon identification of a project specifications, it shall be our goal to continue to work your request. |
| Emergency Purchase | None | PB4 document type when supplier requires physical PO. Emergency PO numbers can be requested at any time. After the PB4 deadline of July 17, 2026, PB4 documents can no longer be created. In order to pay an invoice associate with an Emergency PO number after this date, the department must submit the invoice and approved Emergency justification request form to Accounts Payable for processing. |
| ProCard | Use of the ProCard shall remain available and open to use in accordance with all governing rules. Billing cycle dates shall be published during the summer. Departments shall remain responsible for ensuring available funding within their budget for any purchases made. | |
Access to FY 2026-2027 funds: It is anticipated that departments will be allowed to start creating PB3 and PB4 documents on new fiscal year funds in early August for services that need to be in place on September 1, 2026. The exact date will be confirmed and disseminated to campus during the summer. Departments will be allowed to create PBO documents on September 1, 2026. Requisitions submitted for goods/services that do not need to be in place in September will be returned to the department for creation after September 1, 2026.