Purchase

Procurement

Fiscal Year-End Coming Soon

Check out how to transition into the new fiscal year.

Fiscal Year Transition

It is the policy of the University to use competitive purchasing whenever possible to obtain items or services using any source of funds. Purchases can be made with a purchase order, p-card, and direct pays within reason. Before making any purchase, you should review allowable expenses and purchasing procedures.

On this page

Purchase Order

To complete a transaction with a purchase order (PO), you must submit a purchase requisition through BearKatBuy. A purchase requisition is a document which transmits a request for goods or services with the authority of the requestor. A PO can be used to purchase from catalog and non-catalog suppliers.

Catalog

Catalog suppliers are referred to as Hosted and Punch-out Suppliers in BearKatBuy. To complete a purchase requisition with a catalog supplier, complete the checkout process through the supplier store. You may need to request a quote from a punch-out supplier, such as Home Depot, if your item is not readily available in the catalog store.

Forms

Use the appropriate form under “Forms Our Organization Uses” for non-catalog suppliers, orders with multiple invoices, memberships, and Aramark catering.

For more information, watch our BearKatBuy training in Talent Management.

BearKatBuy Find Account Code

Using & Managing a P-Card

P-Cards are procurement cards issued to departments and organizations upon request. P-Cards may be used when a vendor does not accept purchase orders and items are not available through a catalog supplier. Items available through catalog suppliers are not eligible for purchase on the P-Card. P-Cards are expensed in Chrome River.

Reporting Cycles

All reporting cycles periods start on the 4th of the month and end on the 3rd of the following month. Reports are due by 5pm on the 15th of each month, unless the 15th is on a non-work day. Reports begin generating on the 6th of each month.

Fri. Oct 15, 2021

Mon. Nov 15, 2021

Wed. Dec 15, 2021

Mon. Jan 17, 2022

Tue. Feb 15, 2022

Tue. Mar 15, 2022

Fri. Apr 15, 2022

Mon. May 16, 2022

Wed. Jun 15, 2022

Fri. Jul 15, 2022

Mon. Aug 15, 2022

For more information, register for our P-Card training Talent Management.

Chrome River

Direct Payments

Direct payments, also referred to as Direct Pays, do not require a purchase order. Direct payment purchases are limited to purchases using agency funds, entertainment, on-site business meal & beverages, mortgages, leases, rent, replenishment of postal meters, utilities, and visa fees. Direct pays are created in BearKatBuy for all 7XXXX account codes. All other accounts, such as revenue or clearing accounts, must submit a paper Direct Pay Form.

BearKatBuy Direct Pay Form
Purchasing Food, Promotional Items and Gifts

University departments may not use state funds to purchase food, with the exception of the Law Enforcement Management Institute of Texas and the Corrections Management Institute of Texas. All food, beverage, and refreshment purchases require the approval of the Financial Manager and shall be funded only out of auxiliary, designated, restricted, or gift funds.

You must complete the FO-19 or Aramark Catering form in BearKatBuy when purchasing the following:

  • Food
  • Beverages, including alcohol
  • Promotional Items
  • Gifts, including flowers and awards

What should I select for Direct Purpose?

To ensure your purchase meets TSUS guidelines, you must select the appropriate direct purpose code.

6.811

The recognition or promotion of academic achievement, athletic achievement, scholarship, and/or service to the University or State.

6.812

The promotion of the communication of intellectual ideas among students, faculty and staff, administrators, and/or representatives of the public.

6.813

The support of student events and activities which are sponsored by the University.

6.814

The recruitment of highly qualified students, faculty, and staff.

6.815

The promotion of the exchange of ideas with community leaders regarding the University role in the community.

6.816

The assistance of the Regents, accrediting agencies, officials from other universities, and/or public officials in inspecting and/or reviewing facilities and programs.

6.817

The support of the University's program of continuing education.

What should I select for Specific Limitations?

To ensure the correct funding source is used, you must select the appropriate specific limitations code.

6.821

Funds expended for continuing education conferences, seminars, and short courses must have been included in the continuing education registration fees assessed.

6.822

Funds expended which were received from University concessions, student services fees, student organizations, and other auxiliary funds must have been previously budgeted.

6.823

Other locally generated income and auxiliary funds (not restricted to administrative, education and general, research, plant expansion, loan, endowment, or scholarship programs) may be used to the extent that they have previously been budgeted.

6.824

No funds under the control of intercollegiate athletics may be used to purchase alcoholic beverages.

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