Procurement and Payment Services (PPS) appreciates campus efforts to begin implementing use of the new simplified Procurement Forms.
To facilitate the successful adoption of the forms across all colleges, schools, and units (CSUs), the deadline for mandatory use of the forms has been extended by an additional month to August 1, 2024.
All forms remain available for immediate use and CSUs are strongly encouraged to begin using the forms. Only the new forms will be accepted following the August 1, 2024 deadline.
For more information about these changes please contact the purchasing office at purchasing@austin.utexas.edu
EAJ Sole Source Form – commonly used for those items that are only available from a single supplier where competition may not be possible. The new form includes the same information as the prior EAJ and was reduced to one page.
Best Value Determination Form – to be used in those limited instances where due to the unique nature of the good or service competition may not be possible.
Departments intending to use this form shall contact the Central Purchasing Office at purchasing@austin.utexas.edu prior to completing the form to ensure the appropriate method of procurement and HUB rules are followed.
Emergency Form – NEW form to be used when an emergency results from unforeseen circumstances that may suddenly and unexpectedly cause the University to require a good or service not under contract. Emergency purchase may be justified when an immediate response is necessary to prevent further risk, danger, or damage to the operation of the University, related property, or life.
Professional Services Form – NEW form to be used in those limited instances where due to the unique nature of the service competition may not be possible. This form is not intended to be used for consulting services unless the consulting services are going to be performed by a licensed professional listed in Texas Government Code Section 2254.
Departments intending to use this form shall contact the Central Purchasing Office at purchasing@austin.utexas.edu prior to completing the form to ensure the appropriate method of procurement and HUB rules are followed.
Noncompliant Purchase Form – NEW form to be used when payment is required for a purchase that was not properly authorized using a purchase order or contract. This form may now be approved by your CSU Business Officer or designee for up to $15,000; requests over that amount shall be approved by the Central Purchasing Office.
Please see updated HBP 7.2.D and HBP 7.7.6 which now enables the CSU Business Officer or designee as noted in CUBO Members page to approve such items up to the small purchase limit of $15,000.
Under the revised HBP 7.2.D Noncompliant Purchase, additional information has been added to provide guidance when it is allowed, what information will be required on the PO, and how to process payment.
Requesting departments shall be responsible for including the approved form as part of the PBO (local files) and the VP1 payment document. Requests greater than $15,000 shall include the approved form with the POINT Plus requisition.
Prepayment/Progress Payment Form – NEW form to be completed in the limited instances when payment is required prior to the delivery of the good or service as noted in the purchase order or contract. This form may now be approved by your CSU Business Officer or designee for up to $15,000; requests over that amount shall be approved by the Central Purchasing Office.
Please see updated HBP 9.1.4 which now enables the CSU Business Officer or designee as noted in CUBO Members page to approve such items up to the small purchase limit of $15,000.
Requesting departments shall be responsible for including the approved form as part of the PBO (local files) and the VP1 payment document. Requests greater than $15,000 shall include the approved form with the POINT Plus requisition.
Purchase From Employee (or Relative of Employee) – NEW form to be used in those limited instances where due to the unique nature of the good or service it is deemed in the best interests of the University to make the purchase from the employee. Any such purchases shall be made only if the cost is less than from any other known source.
Any request to purchase from an employee by a university department must receive prior approval before a purchase agreement is made with the employee, regardless of the dollar amount as noted in HBP 7.7.2 Purchase From Employee or Relative of Employee.
Requesting departments shall be responsible for including the approved form as part of the VP2 payment document.
Departments intending to use this form shall forward the completed form to the Central Purchasing Office at purchasing@austin.utexas.edu to coordinate the necessary review and executive level approvals in accordance with UTS 159, Section 4.
Purchase of Used Equipment – NEW form to be used in those limited instances when the procurement of previously used equipment is found to be necessary or advantageous to the University. Equipment that is used may include refurbished, demonstration or “demo” units, or used equipment supplied with the same warranty as new equipment. Despite the potential advantages, departments shall recognize the risks involved with procurement of used equipment.
Requesting departments shall be responsible for including the approved form as part of the PBO (local files) and the VP1 payment document. Requests greater than $15,000 shall include the approved form with the POINT Plus requisition.
Departments intending to use this form shall forward the completed form to the Central Purchasing Office at purchasing@austin.utexas.edu to coordinate the necessary review and executive level approvals.
