Contracts and Purchasing

The UT Foundation (UTFI) follows many of the same purchasing guidelines as the University of Tennessee. Like UT, all purchases of more than $5,000 must be bid to a minimum of three vendors or must have an approved non-competitive justification. After one of these two steps has been completed, the contract process may be initiated.

In many cases, UT has negotiated rates and secured contracts for larger service needs and UTFI departments are encouraged to use these existing contracts. A current list of these existing contracts may be found here.

FAQ:

How does the UTFI purchasing process work?

Click here for more information about the Purchasing Process.

How does the UTFI contract process work?

Click here for more information on the Contract Process.

If an item costs less than $5,000, can it be purchased without initiating the contract/purchasing process?

Items that are not included in any established UTFI/UT contract may be purchased at the discretion of the department. If it is unclear whether an item is included in an established contract, you may contact the UTFI Director of Contracts and Purchasing for clarification.

Can departments issue purchase orders?

All purchase orders are issued directly by the UTFI Director of Contracts and Purchasing or the UT Purchasing Department.

How do I know what is a current UT contract?

There is a list of UT contracts by vendor and by commodity located on the UT Purchasing website. In addition, there is a link to the statewide contracts established by the Purchasing Division of the State. If there is a question about what is an established with UT, you may contact the UTFI Director of Contracts and Purchasing.

What are the steps if a credti card authorization form is required by a contract?

If a credit card authorization form is required by a contract and the requirement cannot be waived, this information must be sent directly to the UTFI Director of Contracts and Purchasing, along with the contract documents. This form will be filled out and sent by the Director of Contracts and Purchasing to the vendor.

Does the department submit the NCJ?contract review form to IRIS workflow?

Once a NCJ or contract review form has been completed in IRIS, this information must be saved but not submitted to IRIS workflow. A NCJ form must be saved in IRIS and the PDF version must be sent to the UTFI Director of Contracts and Purchasing for the UTFI COO’s approval. After a contract review form has been processed and saved in IRIS, the PDF version must be printed for the departmental approver’s signatures and sent to the Director of Contracts and Purchasing. Once this information is received, the contract will be reviewed and will be approved by the COO. After all documents have been approved, the Director of Contracts and Purchasing will submit the items to IRIS workflow.

Helpful Information and Links

CONTACT US

General requests and information
business@utfi.org

Timesheets
time@utfi.org

Lisa Taylor
Chief Financial Officer
ltaylor3@utfi.org

Amy King
Director of Accounting
aking@utfi.org

Beth Coleman
Senior Financial Specialist
bcoleman@utfi.org

Lee Ann Craig
Purchasing and Contracts Coordinator
lcraig@utfi.org

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