Handbook of Operating Procedures 3-2020

University Funds



Effective June 26, 2026
Executive Sponsor: Senior Vice President and Chief Financial Officer
Policy Owner: Associate Vice President and Controller

 

  1. Policy Statement

Any expenditure of funds from University of Texas at Austin (“University”) accounts or use of University resources must be for an official University purpose.

 

  1. Reason for Policy

This Policy implements state-law prohibitions against utilization of University funds for private use. The Constitution of the State of Texas, Article 16, Section 6, specifies that "No appropriation for private or individual purposes shall be made." The State Legislature appropriates funds for the operation, maintenance, and improvement of the respective state institutions. Texas Government Code, Section 2203.004, provides that “State property may be used only for state purposes.” 
 

  1. Scope & Audience

This Policy applies to all employees.

 

  1. Definitions (specific to this policy)

None
 

  1. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=3-2020
 

  1. Contacts

CONTACT

DETAILS

WEB

Senior Vice President and Chief Financial Officer

Phone: 
512-471-1422

Website:

https://financials.utexas.edu/
 
 
  1. Responsibilities & Procedures
 
  1. University Accounts
Expenditures made from all University accounts, including gift accounts, chairs, professorships, and other endowment income accounts, must be for official University business. 
 
  1. University Resources
University resources (facilities, equipment, other property, and personnel) shall not be used for personal gain or for other than official University business. All equipment and material items purchased from University accounts are the property of the University.

Some examples of unauthorized and improper use of University personnel and property are:
  1. Use of University property for the benefit of a business or company in which the employee has a financial or participating interest.
  2. Use of a University office or equipment to make items for sale, or to perform non-University work for a private concern or for compensation.
  1. Off-Campus Use of University-Owned Equipment
With the appropriate manager approvals, some University equipment may be removed from the University for off-campus use. In those instances, the University equipment may be removed only if doing so is necessary to carry on the official business of the University. In all instances in which equipment is removed, the individual removing it must follow all applicable procedures laid out in Part 16 of the University’s Handbook of Business Procedures and assume pecuniary responsibility unless he or she is otherwise specifically relieved of such responsibility.
 
  1. Property Manager
Pursuant to Texas Government Code Section 403.2715, the designated property manager at the University is the Executive Director of Accounting and Financial Management.

 

  1. Forms & Tools

None 
 

  1. Frequently Asked Questions

None
 

  1. Related Information

HOP 4-1120-PM – Use of University Physical Facilities, Equipment, or Other Resources by Faculty and Staff

UT System Policy UTS159 – Purchasing

UT System Policy UTS138 – Gift Acceptance Procedures

Regents' Rules and Regulations, Rule 80201 – Disposal of U.T. Surplus Property

Texas Government Code, Article 16.6

Texas Government Code, Chapter 2203.004 - Use of State Property

UT Austin Handbook of Business Procedures, Part 16 – Inventory Control and Property Management
 

  1. History

Origination Date: June 26, 2026
     Next scheduled review date: June 2029


Previously PM 6.320
Replaces HOP 3-2020-PM