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Buying Goods & Services

UTA Receives Top Ten Customer Award From WorkQuest

(Formerly Texas Industries for the Blind and Handicapped – TIBH)


On September 16th, 2019 UTA was recognized by WorkQuest as one of their Top Ten Customers for Temporary Employment Services for 2018. This award recognizes UTA’s continued commitment and dedication to the employment of people with disabilities through WorkQuest’s program and puts UTA in the Top Ten with of some of the largest State of Texas agencies.
WorkQuest is the central non-profit agency who administers the State of Texas Purchasing from People with Disabilities Program.  WorkQuest partners with community rehabilitation programs, which employ disabled workers to develop products or provide services.  UTA has partnered with Goodwill Industries and Peak Performers for many years for temporary employees, some of whom have become full-time employees with UTA. 
Julia Cornwell, Sr. Director of Procurement & Payment Services, attended the WorkQuest awards dinner in Austin and received a special plaque on behalf of UTA. The plaque will be proudly displayed in the Procurement & Payment Services Department in the Watson Building.
In addition, WorkQuest does much more than just provide temporary employees. Through their on-line catalog they offer over 3,000 items that are produced by people with disabilities at multiple locations around the state. You can shop the catalog at



Procurement and Payment Services, in conjunction with the UT System Supply Chain Alliance, is pleased to announce a new agreement with Canon Solutions America, UTA’s newest preferred supplier for copiers and managed print services. This new contract offers a variety of multi‐functional devices to the campus community for lease. Canon is a global leader in the marketplace and has assigned an account executive to serve the UTA account. For more information on the products and services available, please contact:

Kevin Morrow


  1. Konica‐Minolta is still a preferred supplier as well. You may use either provider.
  2. However, if your department is currently in a lease with Konica‐Minolta, that lease must be completed. No current lease may be terminated in order to switch providers. As the end of the current lease approaches, it is advised to compare available models, features and pricing between the two providers and make a change if so desired.

How to buy, receive and pay for various goods and services!

If you are involved in buying, receiving or payment process please review the information in the links below.

Procurement procedures are written for three (3) buying processes; two (2) processes for buying which do not require purchase orders, and one (1) process for buying which requires a purchase order.

Buying without a Purchase Order

  • The preferred method utilizes the Purchasing Card (ProCard) Program in which individuals use credit cards issued to them for departmental purchases of $4,000 or less (including freight). Reference Purchasing Card (ProCard) Program (Procedure BF-PGC-PO2) for information.
  • An alternative method for purchases that do not require a purchase order, regardless of the dollar value, is the voucher payment program for certain types of goods and services as specified in Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure BF-PGS-PR8). Reimbursements are restricted to departmental purchases of $2,000 or less (including freight).

Buying with a Purchase Order

Buying Process Steps 

Regardless of the buying process used, all purchases undergo a four step process; 1) correct initiation of order, 2) validation of receipt of correct goods and/or services, 3) tagging of capital equipment and controlled items, and 4) authorization for payment.


  • Small orders of $4,000 or less may be done by individuals within departments utilizing a ProCard credit card.
  • Orders with a value in excess of $4,000 (including freight) must be secured with a purchase order, and are initiated at the department level with the entry of a Requisition into the UTShare system.

Each method has various advantages and restrictions, and persons placing orders should refer to Best Value Purchasing Procedures (Procedure BF-PGS-PR1), for more information.  Requisition entry may necessitate setting up a new supplier in UTShare. Reference Vendor Set-Up and Maintenance (Procedure BF-PGS-PR11) and UTShare Financial Topics – Manage Vendors, for additional information.

Receiving is a formal method for documenting acceptance of goods from suppliers.  After a purchase order has been dispatched and the items delivered, the items must be received.  The receiving process involves recording the items delivered and comparing the shipment to what was originally ordered through the purchase order.  Departments will perform the desktop receiving process for items $5,000 or less.

Desktop receiving can be accomplished by using the Receive Items page or the Manage Requisitions page.  The Receive Items page will only allow the creator of the requisition to receive their own line items.  The Manage Requisitions page is used to receive line items regardless of who created the requisition in the department.

  • Small orders of $5,000 or less are usually delivered to Central Receiving and delivered to ordering department. Validation of completeness of shipment and usability of received goods is the responsibility of the department. Return of defective shipments and damage claims are covered in Damages and Shortages (Procedure BF-PGS-PR7).  Desktop receiving will need to happen at the departmental level for small orders. See Desktop Receiving at UTShare Financial Topics – Desktop Receiving for instructions on how to accomplish this step.
  • Orders above $5,000 are usually received by Central Receiving. Central Receiving checks the shipment, prepares the Receipt and delivery ticket, and delivers the shipment to the requesting department. Reference Damages and Shortages (Procedure BF-PGS-PR7) for directions in checking delivered merchandise and notifying appropriate departments of any discrepancies.
  • Small orders of $5,000 or less may contain controlled items which must be tagged for inventory control purposes.  Asset Management must be notified to provide tags for all controlled items in any shipment accepted by a department.  Controlled items are  listed in Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure BF-PGS-PR8, Section II).
  • Orders above $5,000 may contain capital equipment as well as controlled items. If a shipment is received by Central Receiving, the tagging process will begin as part of the shipment processing.  If a shipment is received by the requesting department, Asset Management must be notified to provide tags.

All purchase order payments are to be processed by departments and must be paid for in a timely manner.

  • The process for payment authorization for ProCard purchases may be found at, UTShare Financial Topics – Purchasing Card (ProCard).
  • If the purchase was done with a direct invoice for non-PO item purchases, the payment authorization process is delineated in, UTShare Financial Topics – Create Non-Purchase Order Voucher.
  • If the purchase was done with a purchase order, refer to UTShare Financial Topics – Create Purchase Order Voucher, for information.
  • All purchase orders are authorized for payment when the receipt, if required, is completed by Central Receiving or the ordering department.  UTShare will run a process to match the invoice/voucher to the purchase order and receipt to proceed with payment to the supplier.  For those purchases not requiring a receipt, UTShare will run a process to match the invoice/voucher to the purchase order to proceed with payment to the supplier.

Additional Information regarding Payment Processing

Processing of payments to suppliers in a timely manner is necessary to avoid late payment charges.  Refer to the following resources for assistance in payment processing, and, select Procurement Services (Administrative Offices) on the contact us screen to reach your Accounts Payable representatives for additional help, should the need arise.

  • The current late payment penalty may be found at Prompt Payment Law Interest Rate.
  • Receipts denominated in foreign currency will require conversion to U.S. Dollars. Reference OANDA, for the currency converter service utilized by UTA.

Additional Procurement procedures are available for processes that are unique to specific situations or need expanded delineation of specific requirements or restrictions.

  • Transactions with employee restrictions are delineated in Transactions with Employees (Procedure BF-PGS-PR3).
  • Guidelines for the payment of, or exemption from, taxes applied to UT Arlington purchases may be found in Tax (Procedure BF-PGS-PR4).
  • Instructions for acquiring departmental gasoline credit cards for use for UT Arlington vehicles may be found in Gasoline Credit Card (Procedure BF-PGC-PO1).
  • Information on purchasing computing equipment can be found at Emergency Centralized Computer Distribution Procedure (Procedure IT-PR1).

All state agencies are encouraged to make a good faith effort to increase purchases and contract awards to certified Historically Underutilized Businesses. It is the policy of UT Arlington to maximize opportunities for HUB firms to provide materials, supplies, equipment, and services to the university. The various methods used to promote HUB participation in procurement processes are found in Contract with Historically Underutilized Businesses (HUB) (Procedure BF-PGS-PR9). HUB certified suppliers may be found in the following listings.

Additional resources are available for buying goods and services at UT Arlington.


End User Resources

In addition to the links and presentations below, Procurement Services staff would be happy to come visit your department in person to present these or any other topic of interest. Please contact your Buyer if you are interested in arranging an informative session for your team.

The Business of Buying at UT Arlington

Procurement Timelines Overview

Account Codes

Procuring Cloud Based Services

University Cell Phone Procedure

Software Review Process

Year End Preparation 2019

FAQs and Helpful Hints

UTShare Requester Helpful Hints

UTShare Requisition Entry Checklist

MAVeSHOP Helpful Hints

Procurement Issues and Processes

UT Share Issues

Instructions for Summus/Dell Orders and Custom Quotes

For more detailed information and training on specific procedures and functionalities, please visit:

Please review the news and information below for the latest updates from Procurement Services! Check back periodically as this information will be updated as needed!

The University has contracted with three (3) preferred suppliers for coffee services. Each provider can service your department at various service levels:

  1. • Vendor can delivery product upon departmental order.
  1. • Vendor can maintain product levels by way of a set schedule where they come in and ascertain what product(s)/supplies need to be replenished.
  1. • Vendor can maintain product levels as described in #2 above as well as provide and maintain brewing equipment.

In addition to coffee/tea products, each vendor can supply a variety of drink additives (sweeteners and creamers) as well as beverage accessories such as stirrers, cups, plastic ware and paper products.

Use of these providers is not required, but preferred. Payments for items purchases will be made via a non-PO voucher referencing Contract #2017-006.

For individual contract pricing and other information please click the following links:

Community Coffee Company

Mcliff Coffee & Vending Services

Vend Pro Refreshment Services

Please contact Nancy Czarowitz at ext. 2-1746 or with questions or for clarification.

Dell orders are processed through Summus Industries, Inc. Summus is a long-time UT Arlington, UT System and Dell partner, as well as a certified HUB vendor in the State of Texas. OIT approved Dell products are available on the University’s Dell Premier Page which can be accessed through the MAVeSHOP shopping portal. In order to gain access to MAVeSHOP, please contact the designated Requester(s) in your department. These are the users who can enter requisitions into UTShare and control access to the shopping portal for each department.

Procurement and Payment Services is pleased to announce a new partnership for purchasing Apple products through our HUB partner SHI. The easiest way to procure your Apple products is via the University’s eShop portal at

Click on the SHI tile and you can search for Apple products.

SHI is also a great source for any of your computer peripheral and other technology needs. Our local representative’s information is provided below. If you can’t find what you’re looking for on their punchout website, need a custom quote, or have any other questions or issues, please contact:

Lindsay Claussen