Purchasing | Procurement Management | The University of Texas at Dallas
to Top


Purchasing oversees all purchases of goods and services made by the University, either directly or via the delegated purchasing methods.

Purchasing Methods

There are two ways to purchase at UTD:

  1. Purchase using a UTD departmental Purchasing MasterCard.
  2. Submission of an eProcurement requisition through Galaxy. Catalog purchase options must be used before other non-catalog options. Emergency purchases should be cleared through Procurement prior to placing an order.

Note: Purchases outside the 2 methods above could result in a personal obligation.

Dollar Threshold Bidding Rules


UT Dallas Department
Driven  Purchases

Procurement Department
Driven Purchases


≥15,000.01 to

≥50,000.01 to


No bid needed:
Use vendor of choice, unless otherwise directed by Procurement. Departments are encouraged to use contract vendors and to practice good faith to award based on best value.




Informal bid process:
Three (3) bids or informal quotes with a minimum of two (2) from certified HUBS. Departments are encouraged to practice good faith and award based on best value. Justification for no bidding must be fully explained in the requisition. Assistance with informal quotes will be provided by Purchasing.




Formal bid process:
The formal solicitation process is completed by the Procurement Department.  Assistance from the requestor is necessary.


Exclusive Acquisition Justification: 
Exclusive Acquisition Justification form should be attached electronically to a requisition when the request includes a specialized purchase that can only be purchased from a specific source.


Electronic State Business Daily (ESBD) Posting:
All university formal solicitations (bids) are listed by UT Dallas Purchasing specialists.



Determine subcontracts & HUB subcontracting plan:
Determination is made by UT Dallas Purchasing Buyers based on initial estimate of expense and opportunities available with the purchase. Plan is required for all purchases of $100k or more.



Consultant procurement process:
Any study conducted by an outside source could be designated as a consultant purchase.

Rules To Be Followed for All University Purchases

  • Verbal orders from UTD Departments without Procurement office authorization might be a personal obligation of that individual and not the University.
International Shipments

United States Customs Requirements

Purchasing products that are manufactured outside of the United States requires clearance by the U.S. Customs and Border Protection agency upon entry into the country. Information regarding customs requirements can be found at the U.S. Customs and Border Protection website.

The University of Texas at Dallas retains the services of a U.S. customs broker to assist with purchases from foreign countries.

Products imported from foreign countries may be subject to a variety of fees, duties, or taxes. The department making the purchase is responsible for all additional charges associated with the purchase.

To avoid fines, penalties, and incorrectly paying duties, the Purchasing Office requires that departments work with our customs broker:

W R Zanes & Co of LA Inc
1920 W. Airfield Dr. c500/PO Box 610904
DFW Airport, TX 75261
Fax 972-574-7607

Chris Kuiper (LCB)
[email protected]

Sherrie Perna
[email protected]

Cynthia Stephens (Dallas/Traffic Supervisor)
[email protected]

To ensure the smoothest process possible for any Department Purchase Orders issued to Foreign Vendors, include the following as an External Note in eProcurement:
"When equipment is ready to ship, please contact our Import/Export Broker at Ph-972-574-7111 or email at [email protected]".


Departments should contact our customs broker before the shipment is made to determine what paperwork is required.
The following information must be provided to our customs broker on all shipments:

  • Complete name and address of person initiating shipment.
  • Department name and complete telephone number.
  • Origin and destination points of shipment.
  • Detailed description of shipment, its origin and in layman’s terms, what it is used for.

Exporting Goods and Services

Exporting a shipment – There are many companies that can ship internationally (FedEx, UPS, DHL etc.), but our contracted customs brokers MUST be contacted when the export is valued at or above $2500. These requirements apply to items that are hand-carried as well as items that are exported via a freight carrier.

Regardless of what carrier is selected, or whether the items are shipped by freight carrier or hand-carried by UTD staff, the customs broker will minimally need the following information:

  • Description of the commodities
  • Name of the consignee and address including zip code
  • Method of shipment
  • Date available for pick-up
  • Desired arrival date
  • Number of pieces, dimensions of cartons, weights
  • Payment terms
  • Other special instructions

Contact Sanaz Okhovat at the University Office of Research Compliance to determine if export controls affect your Grant-funded product.

Fees and Charges

Our customs broker will charge for their services! In addition to their fees, there are additional pass-through fees and charges that will appear on your final invoice. These charges vary widely and departments should request a quote and ask what additional fees or charges might apply that are not on the quote.

Please be aware that expedited services not originally requested can be very expensive. If a blanket order is not in place, a purchase order should be issued for the services reflecting the customs broker's quote. Note: When hand-carrying items valued at more than $2,500, you must contact our customs broker with the above information (commercial invoice is recommended) one day before leaving the country.

 When creating the foreign vendor order in eProcurement, make sure to include an external note asking the vendor to contact our customs broker! Contact the eProcurement Help Desk at x5235 if you need assistance with this.

Duty Free

Duty on scientific equipment is usually substantial. Departments should apply for duty-free entry well in advance of making the purchase. If duty must be paid, then departments can budget accordingly; before funds may be committed elsewhere. If the equipment arrives at Customs before duty-free entry has been approved, or if no Request for Duty-Free Entry was made prior to the purchase, the applicant can request a delay of liquidation (Customs classifies the equipment and assesses duty). A delay of liquidation is usually granted for up to 180 days, but may be extended.
Certain scientific equipment can be imported into the US duty-free if the following criteria are met:

  • The scientific instruments and apparatus must be used exclusively for educational purposes and scientific research.
  • The scientific instrument or apparatus, or its equivalent , is not manufactured in the United States
  • Some categories of scientific equipment can be imported duty free by educational institutions under certain conditions.
  • A Request for Duty Free Application should be completed and filed with the United States Customs before placing the order with the supplier. If Customs approves the duty-free purchase, the purchase order must be issued to the supplier within sixty days.

A Request for Duty Free Entry application may still be filed after the equipment has arrived on campus. Contact our customs broker for assistance.

Charter Transportation

Chartered Transportation (bus, limo, or other) companies must provide UTD with a current Certificate of Insurance, and comply with safety and reliability requirements. The businesses listed on this form have already done so, and several are already available in eProcurement to use as a non-catalog vendor.

Unless the desired service will cost less than your delegated purchasing authority (i.e. you are able to use your Purchasing Card to pay for it), you must send a non-catalog purchase requisition through the approvals process to become a Purchase Order BEFORE you commit to acquiring the services. You may call for a quote ahead of time to get an estimate, and you may call several vendors for quotes to compare price and availability, but only a Purchase Order or a Purchasing Card can officially obligate the University to paying the invoice.

Please also note that the UTD Purchasing Card should only be used for chartered transportation in the instances of team/group student travel, or on behalf of authorized guests of the University (e.g. contracting with Super Shuttle to pick up your guest lecturer from the airport and drive her to her hotel). Make sure you have documentation in the event of an audit. This policy explains more about team/group student travel.

Gotta Go Trailways - * * * *

Based in Ft. Worth. Top safety rating, 45 buses, seatbelts, ADA, wifi, satellite, and power outlets available, equipment available for six passengers up to 57 passengers.
Website: www.gottagotrailways.com
Contact: Shelia Hill, [email protected], phone 1-800-468-8239

Buses By Bill - * * * *

Based in Dallas. Top safety rating, 33 buses, seatbelts and ADA compliant equipment available.
Website: www.busesbybill.com
Contact: Dede Dare, [email protected], phone 214-328-8000, fax 214-328-9521

one Star Coaches - * * * *

Based in Grand Prairie. Top safety rating, 22 buses, seatbelts and ADA compliant equipment available.
Website: www.lonestarcoaches.com
Contact: Gary Nelson, [email protected], phone 800-933-1132 x100, fax 972-623-1109

Dan Dipert - * * * *

Based in Ft. Worth. Top safety rating, 28 buses. Seatbelts, ADA, wifi, and power not guaranteed. Oldest average fleet age of the four-star providers.
Website: www.dandipert.com
Contact: Jessica Cree, [email protected], phone 800-527-8800

Wynne Motor Coaches - * * *

Based in Irving. 30 buses.
Website: www.wynnemotorcoaches.com
Phone: 1-877-966-5466

RoadRunner Charters - * * *

Based in Hurst. 45 Buses.
Website: www.RoadRunnerCharters.com
Contact: Melody J. Shields, [email protected], phone 817-355-9474, fax 972-692-5477

Cowtown Charters - * * *

Based in Ft. Worth. 28 buses.
Website: www.cowtowncharters.com
Phone: 817-531-3287

Red Carpet Charters - * * *

Based in McKinney with headquarters in Oklahoma. 70 buses in two states.
Website: www.redcarpetcharters.com
Phone: 888-878-5100

Executive Coach - * *

Based in Dallas. 60 buses between Dallas and Houston.
Website: www.usacoach.net/about.html
Contact: [email protected], phone 214-492-1300

Transportation Unlimited - * *

Website: transportationunlimitedinc.com
Phone: 214-946-8805

American Transfers & Tours - *

Website: www.attbus.com
Contact: [email protected], phone 80

Gene's Bus Charters - *

Website: www.genesbuscharters.com
Contact: Martha, [email protected], phone 800-298-2007

Premier Transportation Services - Limousine

Website: www.premierofdallas.com
Contact Customer Service: phone 214-351-7000 or 800-789-4847, fax 214-351-7020

LimoLink - Limousine

Website: www.limolink.com
Contact Customer Service: phone 877-789-6210, fax 319-247-5942

Super Shuttle - Limousine/Sedan

Website: www.supershuttle.com
Contact: [email protected], phone 800-BLUE-VAN (800-258-3826)

Taxicab Services

If you are looking for taxicab services, we recommend the DFW Airport Approved Cab Companies List as a good resource. Click here for a PDF copy of that list.