Authorized Delivery Locations for Reimbursement and Non-PO Vouchers
Purpose
To provide guidance on the authorized delivery/shipping locations for purchases made by UTEP employees and students with the intent of submitting an expense report for reimbursement and purchases submitted on a non-PO voucher.
Policy
As an internal control and a measure to properly account for all university property not covered under Texas Government Code, Section 403.2715, the University of Texas at El Paso office of the Vice President for Business Affairs requires that all items purchased with University funds should always be delivered to a UTEP address.
Procedures
University departments, faculty, staff and students should make every attempt to procure goods and services via a University purchase order. A purchase order outlines the University's terms and conditions and serves as a legally binding document between the University and supplier. In the event of a dispute, a purchase order document serves as the contractual agreement between the University and the supplier.
Large items purchased with a purchase order should be shipped to the Central Receiving office. Small items purchased by UTEP employees and students with the intent of submitting an expense report for reimbursement and purchases submitted on a non-PO voucher may be shipped directly to the department and not to Central Receiving. Items may also be shipped directly to the department should they need to be received the next day or rushed. Delivery to an employee's home address is not allowed.
Items purchased for University purposes should never be mixed with personal purchases. When using personal funds to purchase items with the intent to submit a request for reimbursement, process your University purchases completely separate from any purchases of personal items.
The University Disbursement and Travel Services staff will review the ship to/delivery location on supporting documentation attached to expense reports and non-PO vouchers; if the supporting documentation indicates that the items were shipped to a non-UTEP address, the document will be rejected, and payment will not be issued. The UTEP employee or student who ordered items to be delivered to a non-UTEP address will be solely responsible for payment of those items and applicable fees.
Applicability
Applies to all University faculty, staff and students.
Responsible Party
Comptroller
Last Updated: February 2025