Physics Dept. Lists

Physics Department email distribution lists.  If you need an email list created, send an email to PhysicsABS@physics.utexas.edu and one will be created for you. 

• Department – use this list to send information to Physics Department faculty, research staff/professors, administrative staff, and undergrad/graduate students
• Colloquium - use this list to distribute colloquium or seminar information to Physics Department faculty, research staff/professors, and undergrad/graduate students
• Community – use this list to send information to the same audience as Physics Department list plus retired, emeritus, alumni, and advisory committee
• Faculty – use this list to send information to department faculty including instructional, research professors, and adjunct
• Research - use this list to send information to department research staff, post-docs and research professors.  New post docs/reserach staff can request subscription to this list via the UT Lists website
• Staff – includes all administrative staff, machine and cryogenics, PMA project specialist
• Students – use this list to send information to graduate and undergraduate students.  To send separate communications, the following are available:
  • Graduate Students – use this list to only email graduate students (including: TA, AI, GRA
  • Undergraduate Students – use this list to only email undergraduate students
  • Students are encouraged to subscribe to one the lists above.
• Only UT emails will be approved for all list subscriptions.  To be included in the Department, Colloquium, Community, or Faculty email list, you need to request subscription to one of the lists under the Additional Dept. List tab.  

Purchasing

Purchasing Team

• Primary: Brant Jangard – Sr. Procurement Officer and Supervisor.  Assist with Purchase Orders, UT Market, Amazon Business Prime Administrator, Business Contracts, and Procard Manager

• Back-up: Gloria Martinez – Buyer.  Assist with POs below $50K, UT Market orders, Amazon purchases, and Procard reconciler. Back-up support to supervisor.

• Dale Campbell – Accountant I.  Assist with UT Market, Amazon purchases, and Procard reconciler. Primary contact for payment processing and travel authorization/reimbursement.

• Send all purchasing questions or requests for assistance to: purchasing@physics.utexas.edu
  • Group email is monitored by the Purchasing Team to ensure coverage, do not email staff individually

General Information

• As stewards of University funds, we are all expected to comply with purchasing guidelines as described in the University's Handbook of Business Procedures
• Establish Vendor Identification Set-up (VID)
• ProCards – related policies found here
• Business Contracts – email purchasing@physics.utexas to work directly with Brant to initiate any business contract.  Process outlined here by the Business Contracts Office: (link)

Purchasing System

• Purchasing Request System: used to request PO, UT Market, or Web Orders. Select "Purchase Request" from Expense Request Menu
  • Procedures to use Physics Request form: (link)
• Benefits of the request system include; retaining a history of your orders, providing tracking of requests during approval process and retaining documentation for future orders. 
• Assistance with Exclusive Acquisition Justification for purchases above $15K, manufacturer maintenance & repair, software maintenance, or if using purchasing using federal funds

Purchase Orders

• Used for purchases of deliverable goods, continuing services and software licenses if goods are unavailable through UT market

•  Thresholds
  • <$15K- Material Purchase Orders - If less than 3 suppliers exist, provide quotes for available vendors
  • <$15K- Service Contracts (repairs, consultants, engineering) - I/Requestor provides statement of work, central purchasing obtains proposals
  • $15K-$50K
    • • department obtains quotes
      • if using federal funds, department purchaser submits the Federal Funds Cost Justification
      • If only one supplier exists or a sole acquistion, an EAJ is submitted by department purchaser
      • For Maintenance & Repair use the OEM form
      • For Software, use this form
  • $50K-$1M
    • • Central purchasing obtains quotes, department provides specifications
      • if using federal funds, department purchaser submits the Federal Funds Cost Justification
      • For orders at $750K, if using federal funds, additional steps can be found here

• Computer/Laptop Purchases should be facilitated through your Center Admin for inventory and coordination purposes.
  • Utilize Request System
  • These technology purchases will not be shipped to home addresses, they will be shipped to CNS IT for imaging. NO EXCEPTIONS.
  • If you need assistance on the specifications needed for your equipment, submit a ticket to CNS IT using this link

UT Market

• UT Market Procedures found here (link)

• Within UT Market, include the account number to be charged in the “Pay-From Comments” field.  If using multiple accounts, list each account and % split between each.  To facilitate processing your order, please refrain from using the account names or nicknames such as “StartUp” or “DOE”. 

• Three options for ordering:
  • Utilize the Request Form System to submit list of items to be purchased
  • Create your cart directly in UT Market
    • CPF, CNLD, Gravity, Weinberg, CHEDS will assign the cart to EID bdj726 or johanny
    • TAs/AIs, Physics, or if purchasing instructional need items will assign the cart to EID halldr or johanny
    • CQS will assign their carts to jap00000
    • IFS will assign their carts to tg2552
  • Contact your Center Admin with your ordering needs and they can complete the cart on your behalf

Amazon – Business Prime Account

• To request access to the Amazon Business account, please send an email to purchasing@physics.utexas.edu

• Resources to set up your log-in:
  • Video: registration video
  • Amazon Business User FAQ

• Key points:
  • You must have a UT email, use of a gmail, yahoo, or other non-UT email is disallowed.
  • If you have an existing Amazon Prime you will need to separate out your PERSONAL from this business account.  Central Purchasing will have access to your order history on the Business account, do not make personal purchases with this account.
  • You will not be reimbursed for personal Amazon Prime memberships.  If you bought a prime membership for work, it will be prorated and credited back.
  • Non-procard holders will have their orders associated to a department procard.

Procard Process

How to Apply

• • Procard application: link
  • Application instructions: link
  • Tips to fill out the application:
    • Account number: enter a 10-digit account, cannot be a 26-sponsored account
    • Bank activation number: this is a 4-digit PIN you create and need to save for future reference 
    • Card Manager: Brant Jangard (bdj726)
    • Card reconciler: Dale Campbell (halldr)
    • Department Manager: Virginia Hoskins (vo736)
    • Business Officer: Ricardo Medina (medinar5)

Responsibilities

• • The ProCard Holder will receive an email each month if your procard needs to be reconciled. If you used a departmental procard, you will still need to provide receipts/documentation to the ProCard Holder.
  • Every receipt must show the full price of the purchase; be signed and dated with the received date of item or service, and include the 10-digit account number to be charged.  
    • Receipt examples include: cash register receipt, invoice, or order confirmation document displaying the amount charged.  Packing slips are not accepted.
  • Receipts must be uploaded to the ProcardUT Box created for you. Options for uploading receipts:
    • Upload directly to your UT Box and/or
    • Scan the receipt(s) using your phone and email to the processing contact as a PDF file to be uploaded to your Procard UT Box folder.  Receipts will be routed via Docusign to obtain required information if missing from your upload.
  • Do you have multiple individuals utilizing your procard? Upload the transaction log found here (link) along with your receipts.
  • Missing or lost a receipt? Fill out the Missing Receipt form found here (link).
  • Handbook of Business Procedures: 7.8 Procurement Card Program

General Information

Grants and Contracts Team

• Post-Award: Kyle Frasch – Sr. Grant & Contracts Specialist and Supervisor. Responsible for post-award and back-up support to pre-award functions

• Pre-Award: Mercy Avellan – Grants & Contracts Specialist. Responsible for pre-award and back-up support to post-award functions

• Send all pre/post award questions or requests for assistance to: grants@physics.utexas.edu
  • Group email is monitored by the G&C Team to ensure coverage, do not email staff individually

General Information

• Principal Investigators (PIs) are responsible for timely responding to information requests from administrative staff and avoiding last minute emergencies due to lack of planning
• Resources
  • Funding Opportunities
  • Find OSP contacts
  • PI Book