Requisitions must be approved and received by Procurement and Payment Services with all required back up documentation no later than the deadlines noted below. Departments must ensure all documentation is complete and valid, including properly signed forms and quotes that remain valid and not expired.
Please ensure that you complete the required expenditure review process form for any request that is $100,000 or greater, prior to submitting requisitions. Any request that may be received, without the required prior approval, shall be returned to the requesting department.
Please be reminded that time should be allowed for any additional required approval, including but not limited to Contracts, Grants, etc. Please forward any questions you may have to the Procurement and Payment Services team at Purchasing-dept@austin.utexas.edu or Purchasing-mplab@austin.utexas.edu.
REQUISITIONS RECEIVED AFTER THE SPECIFIED DEADLINE MAY BE RETURNED TO THE CREATOR FOR FURTHER ACTION IN THE NEW FISCAL YEAR.
Procurement – FY22 Year-End Schedule
|
Purchasing Process |
Submission Deadline |
Notes |
|
Formal Bidding - ITB |
June 10, 2022 |
PB4 document types that exceed $50,000 in value. |
|
Informal Bidding |
July 22, 2022 |
PB3 document types greater than $15,000 and less than $50,000. |
|
Exclusive Acquisition & Existing Contracts |
July 22, 2022 |
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 29, 2022 |
PBU documents types that exceed $15,000 in value. |
|
Prime Source |
August 31, 2022 |
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 Purchasing 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 22, 2022, PB4 documents can no longer be created. In order to pay an invoice associated with an Emergency PO number after this date, the department must submit the invoice and approved Exclusive Acquisition Justification - Emergency 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 2022-23 funds: It is anticipated that departments will be allowed to start creating documents on new fiscal year funds in early August for services that need to be in place on September 1, 2022. The exact date will be confirmed and disseminated to campus during the summer. 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, 2022.
Access to FY 2022-23 funds: It is anticipated that departments will be allowed to start creating documents on new fiscal year funds in early August for services that need to be in place on September 1, 2021. The exact date will be confirmed and disseminated to campus during the summer. 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, 2022.
