The University of Texas at Tyler

The Department of Procurement Services facilitates the procurement of needed goods and services for the University.

The procurement staff have been delegated the authority to solicit bids and make awards to meet the needs of the end user, while ensuring that the procurement meets best value criteria, complies with the university’s HUB policies, conforms to standards of ethical conduct, and complies with all applicable laws, rules and regulations.

University departments may process orders up to $14,999. The procurement office processes orders in excess of $14,999.

Policies and Procedures

Restricted Expenditures - Persons Indebted to the State

Verify vendor warrant hold status on contracts involving payments made with local funds or payment card purchases over $500

Texas Government Code, Section 2252.903, requires agencies and institutions of higher education to verify a person’s warrant hold status no earlier than the seventh day before and no later than the day of contract execution if payments under the contract will be made with local funds or involve payment card purchases over $500. Verification of warrant hold status within seven days of contract execution is not required if the contract will be paid using funds held in the state treasury.

Agencies and institutions must not proceed with purchases made with local funds or payment card purchases over $500 until the warrant hold has been released, unless the contract requires the agency’s payments under the contract to be applied directly toward eliminating the person’s debt or delinquency, regardless of when it arises.

Payments made through the Uniform Statewide Accounting System (USAS) are automatically checked for holds and the system identifies payments issued to persons with outstanding state debt.

The Texas Identification Number System (TINS) is the system of record for accessing vendor hold information.

Refer to the Warrant Hold tab of TexPayment Resource and Reporting of State Debts and Hold Offset Procedures (APS 028) (FPP E.037) for details on agencies' and institutions’ warrant hold responsibilities.

Procurement Procedures Manual

The Procurement Procedures Manual describes the polices, procedures, and regulations governing the purchasing and procurement requirements for the University. 

User Guides and Job Aids

   UT Share / Peoplesoft

• Procedures for Creating Requisition
• Procedures for Entering Blanket PO
• Procedures for Informal Bids and HUB Searches ($15,000-$50,000)
• Procedures for Group Purchasing Organization (GPO) Purchases
• Procedures for Receiving PO in Peoplesoft
• Procedures for Canceling PO Receipt in Peoplesoft
• Procedures for Canceling a Requisition in Peoplesoft
• Pulling PO Information into a Non-PO Voucher
• Applying Discount Lines on PO Voucher 
• How to Change the Account Code on Requisition

 

    UT Share / eSHOP

• eSHOP Customer Service Contacts
• User Guide for Making eSHOP Purchases
• User Guide for Summus/Dell Purchases in eSHOP
• Tracking Summus/Dell Shipments
• Tracking Apple Shipments
• Amazon Business - Buyer Training
  • Video Recording (05/25/2023)
  • Presentation

 

Sourcing Purchases

Purchasing from People with Disabilities

State statute requires UT Tyler to purchase goods or services available through the State Use Program from vendors in this program which includes WorkQuest (formerly TIBH) unless certain exceptions are met (see Procurement Procedures Manual).  Many goods are available including but not limited to: consumable office supplies, consumable non-office supplies, furniture, and equipment.  Please visit WorkQuest to familiarize yourself with the products and services available.  

The Texas Comptroller requires that agencies use TXSmartBuy.com to make WorkQuest purchases.  When making purchases, please email tpena@workquest.com for a quote and then create a requisition and forward purchase order to the purchasing@uttyler.edu email.  Procurement Services will place the order for you on TexasSmartBuy.com.

UT Share eSHOP

The electronic "e-procurement" tool integrated with the current UT Share/PeopleSoft® system is called UT Share eSHOP. Training materials for the eSHOP system may be found on the Financial Services Training Resources web page.  All UT Tyler users of the eSHOP system will use his or her network User ID and password to access eSHOP.

You may use this link to UT Share eSHOP to select items as a "Shopper".

Administrative assistants and other support staff assigned security roles to enter and process UT Share/PeopleSoft requisitions may enter eSHOP through UT Share/PeopleSoft®.

 

Computers and Computer Equipment

Summus Industries/Dell is available in eSHOP punchout for purchases of pre-approved desktop and laptop computers and accessories.  All other purchase requests must go through IT.  Email ITsupport@uttyler.edu with computer equipment specifications.  Follow this link for more information on Standard Computer Devices.

 

TX-RAMP

Texas Risk Authorization Management Program (TX-RAMP) provides a standardized approach for cloud computing services that process data for state agencies.  University departments looking to procure these type services should follow link to Information Security Office TX-RAMP website for more information.

 

Please see Procurement Procedures Manual for additional information on sourcing options, procedures, and requirements.

Supplier Terms & Conditions for Orders

• Section I - Terms & Conditions Incorporated into ALL purchase orders
• Section II - Government Subcontract Provisions
• Section III - Federal Grant Provisions

 

Procurement Forums

• November 8, 2023 - Agenda
• December 13, 2023 - Agenda
• January 10, 2024 - Agenda
• June 12, 2024 - Agenda, Recording

 

Helpful Information

• Contract Management Handbook
• Contract Administration Basics - Updated 5/11/2023
• Procurement Deadlines for year-end closeout - Updated 05/22/2024
• Purchase and Contract Transparency Report
• Link to Financial Services

 

Questions should be directed to: purchasing@uttyler.edu