Some campuses operate a bookstore
for the convenience of the university community in acquiring books, educational
supplies, and other university-related items. For further details on bookstore
operations, consult campus procedures or contact the campus bookstore.
Bookstore items may be purchased by departments for official university
use only. Items purchased for university use will be charged directly to department
cost centers or WBS elements by internal transfer through the university's
accounting system. All department purchases from the bookstore must meet the
Personal Use Items. Items that are usually intended for personal
use (greeting cards, gift items for outside donors or speakers, clothing,
cosmetics, food, etc.) may not be purchased and charged to cost center/WBS
elements unless they are required for conducting departmental business
and written documentation describing the need for and use of the
item(s) is retained on file in the department for audit purposes. In addition,
the campus/unit chief
business officer must approve in writing the purchase of each item
whose cost exceeds $100. (See FISCAL
POLICY FI0405, 8-9 for related policies on procuring
personal use items.)
Authorization. Purchases may be made only by a department
head, principal investigator, or other employees designated by these officials.
Bookstores require persons making such purchases to present valid UT employee
identification. Bookstores, however, cannot assume responsibility for
verifying that employees are designated to make departmental purchases.
Reviewing Purchases. Charge tickets for items purchased from
the bookstore for departmental use must be reviewed by the department
head or principal investigator. The reviewer should sign the charge tickets,
and the department must retain them on file for audit purposes.
Reconciling Purchases. All bookstore charges appearing on the
monthly departmental ledgers must be reconciled to the bookstore charge
tickets obtained at the time of purchase.
Separation of Duties. Where staffing permits, there should be
a separation of duties between the individuals designated to make charge
purchases from the bookstore and those who maintain and reconcile departmental
Textbook Desk Copies
Publishers usually provide complimentary desk copies of textbooks for faculty
use upon request. Departments or faculty members should contact publishers
directly to obtain desk copies of proposed or selected textbooks.
If publishers will not provide complimentary desk copies, or if copies cannot
be obtained from the publisher in a timely manner, textbooks for faculty use
may be purchased from the bookstore and charged to the departmental cost center/WBS
element. Where applicable, departments should request complimentary copies
from publishers for return to the bookstore to receive a credit to the departmental
cost center/WBS element (unless the copy from the publisher has been marked
"complimentary-not for resale").