Purchases Up To $5,000

General Information

With the exception of construction, renovation work, and other items restricted in accordance with policies and procedures, purchases of goods or services of less than $5,000 may be made by departments based on their discretion. Personnel with responsibility for initiating or approving purchases should refer to UT Fiscal Policy FI0410 (Purchasing - Bidding Requirements) and Campus Fiscal Procedure F410 (Purchasing - Bidding Requirements) for detailed policies and procedures relating to making purchases within this range.

What if I need to make a purchase of identical goods or modular components from the same vendor?

To stay within this limit, departments may not make multiple purchases of or request multiple invoices for single purchases of identical goods or modular components from the same vendor. Requirements of identical goods or modular components from the same vendor that total $5,000 or above must be submitted to Purchasing Services by entering a Purchase Requisition in IRIS. Departments should make purchases under existing University or State contracts whenever possible. University personnel should obtain approval from their department head or business manager prior to making purchases. Personal liability and/or disciplinary action may result if a purchase is made without proper authorization.

A copy of the University's Tax Exemption Certificate secure login required (secure login required) should be provided at the time of purchase to ensure that sales tax is not charged.

Payment Methods for Purchases Up To $5,000

UT Visa Procurement Card

This is the University's preferred method of payment for most transactions below $5,000. For detailed policies and procedures relating to the use of procurement cards, refer to UT Fiscal Policy FI0530 (Procurement Cards) and Campus Fiscal Procedure F530.

NOTE: Purchases of sensitive minor equipment valued between $1,000 and $5,000 CANNOT be purchased on a procurement card.

Credit Purchases

Single purchases less than $5,000 may be made from vendors who will provide goods and services on credit without a purchase order and will invoice the University after delivery. Invoices for such purchases should be sent directly to the department receiving the goods or services and processed for payment in accordance with UT Fiscal Policy FI0410 and Campus Fiscal Procedure F410.

Petty Cash Purchases

Departments may use petty cash funds to make single purchases up to $5,000 from local vendors in accordance with UT Fiscal Policy FI0525 and Campus Fiscal Procedure F525.

Departmental Purchases with Personal Funds

With proper departmental authorization, employees may use personal funds to make single purchases of $5,000 or less for goods or services for departmental use and be reimbursed by the University. The Petty Cash Reimbursement Request (Form T-44), must be used to request reimbursement. Requests must include a receipt that has an itemized description and the price of each item as well as the total amount of the purchase. A cash register tape with a description and the price of each item purchased may be used. The receipt or cash register tape must be imprinted with the vendor's name. See UT Fiscal Policy FI0525 and Campus Fiscal Procedure F525 for detailed information about petty cash purchases.