Advertisements for recruitment of faculty or staff positions must be approved by the Human Resources Department. Individual departments are not authorized to place such advertisements without proper approval. Contact Human Resources for specific guidelines.
Newspapers have been instructed to send all tearsheets and invoices to Procurement Services referencing the purchase order number. However, if you should receive any documents, please forward to the Procurement Services with the purchase order number referenced.
The care and use of vertebrate animals at TWU is supervised by the Institutional Animal Care and Use Committee (IACUC), the Animal Care Technician and the Consulting Veterinarian. In order to ensure that approved space is available in the Animal Facility for newly purchased animals and to ensure that animals are purchased from approved vendors, written approval is required from the IACUC for purchase of live, vertebrate animals. An appropriately signed IACUC ANIMAL PURCHASE FORM on file with the IACUC Chair and the Animal Care Technician signifies IACUC approval of said order. A copy of Animal Purchase Form must be sent along with requisition to purchasing. Please contact Lynda Uphouse, ext. 2356 in the Biology Department for appropriate documents and further purchasing details or see the TWU IACUC website.
Computer and Related Equipment
You MUST get a quote (http://quotes.twu.edu) for computers and related equipment BEFORE you submit a requisition. As major providers of information technology to the campus, Office of Technology (ITS) provides assistance in selecting and deploying information technology solutions. Departments are required to involve Office of Technology in the early phases of projects involving the following:
- Information technology service contract purchases
- Applications software purchases
- Hardware purchases
Purchases of computers and computer-related equipment, software, and services are processed following guidelines provided by the State of Texas Department of Information Resources (DIR) and TWU policy 9.19. All purchases are consistent with the short- and long-term strategies for information technology services.
Purchases of more than $1 million that use state funds as the fund source must be documented and submitted to the DIR in the Biennial Operating Plan. This plan is developed and submitted by information technology services Office of Technology in the fall of odd-numbered years. For a planned procurement of this magnitude, departments are responsible for providing Office of Technology the information required so that the plan can be prepared. The DIR reserves the right to review and participate in any such procurement.
Related procedures: see Purchase and inventory of portable electronic devices for educational purposes.
A study conducted for a state agency or advice provided to a state agency under a contract that does not involve the traditional relationship of employer and employee. The term does not include a routine service necessary to the functioning of a state agency’s programs.
Consultants should only be used if there is a substantial need for the service and the University cannot adequately perform the service with its own personnel or through another state government entity.
A person whose primary objective is to study or advise a state agency in a manner that involves an independent contractor relationship with the employer.
A consulting services contract for which it is reasonably foreseeable the value of the contract will exceed $25,000, including any amendments.
Requirements before entering into a Major Consulting Services Contract
Prior to entering into a major consulting services contract, you must:
1. Submit a notice of intent to employ a consultant.
- Notify the Legislative Budget Board and the Governor’s Budget and Planning Office that the agency intends to contract with a consultant and provide information showing the agency has complied with the requirements listed above, and
- Obtain confirmation from the Chancellor that consulting services are necessary. This statement must be published in the Texas Register (see next section).
2. Publish a notice in the Texas Register.
Not less than 30 days before entering into a major consulting services contract, a state agency must file a document with the Secretary of State for publication in the Texas Register that:
- Invites consultants to provide offers of consulting services
- Identifies the individual who should be contacted by a consultant that intends to make an offer
- Specifies the closing date for the receipt of offers, and
- Describes the procedure by which the TWU will award the contract.
If the consulting services relate to services previously provided by a consultant, or if the agency intends to award the contract to a consultant that previously provided the services, unless a better offer is received, the agency must disclose this in the invitation for offers.
Requirements after entering into a Major Consulting Services Contract
Not later than the 20th day after the date of entering into a major consulting services contract the following must be published in the Texas Register:
- Describe the activities the consultant will conduct,
- Provide the name and business address of the consultant,
- Give the total value of the contract,
- State the beginning and ending dates of the contract, and
- Provide the due dates for the consultant to present required deliverables to TWU.
A state agency may not enter into a consulting services contract with a former or retired agency employee one year after the employee left the agency.
Disclosure of previous state employment
An individual employed by a state agency at any time during the two years prior to offering consulting services to the agency must disclose:
- The nature of the previous employment with the agency or another state agency,
- The date employment was terminated, and
- The annual rate of compensation for the employment at the time of termination.
A state agency that enters into a consulting services contract with an individual who was employed by the agency within the previous two years must publish a notice in the Texas Register that includes a statement about the nature of the individual’s employment with the agency.
Contact Procurement Services for assistance in meeting the State requirements for Major Consultant Services.
Please forward a quote request to TWUPurchasing@twu.edu for any data card or service. Once the quote is obtained, complete the Data Card Request Form. Forward the signed Data Card Request Form to Procurement Services - Attn: Purchasing once the requisition has been input and approved.
An emergency purchase is defined as the purchase of goods or services which are so badly needed that the University will suffer financial or operational damage if they are not secured immediately. The lack of proper planning does not constitute an emergency.
Proper documentation and an appropriate justification are required for emergency purchases to be paid for with University Funds. Please fill out an Emergency Purchase form and forward signed copy to TWUPurchasing@twu.edu.
A Food Purchase Justification form is required for all food purchases with the following exceptions:
- Food purchased using Auxiliary Funds
- Food purchased for educational research
- Food purchased for laboratory purposes
- Food purchased while traveling on official University business
- Food purchases for consumption by animals
Please see the facilities website in order to view the furniture standards. If you need measurements performed on your space, someone can assist you with this before you order furniture. If you have questions about furniture specifications, please email Stephanie Andrus in facilities.
The definition of Guest Lecturer/Performer shall include: distinguished faculty, eminent or renowned individuals presenting lectures, speeches, seminars, workshops or performances.
If the total cost for services is less than or equal to $5,000 the following procedures will apply:
- Complete the Guest Lecturer/Performer Authorization and Payment Request form if paying an individual.
- Obtain all required signatures and supporting documentation.
- Submit form to Procurement Services: Attn: A/P.
If any travel is associated with the individual's service, the travel expenses are the responsibility of the individual. The cost of travel should be included in the payment.
If the total is greater than $5,000 then a departmental requisition must be initiated. Please follow the procedures outlined below under Professional Services.
Memberships and Dues
- Complete the Membership and Dues form.
- Obtain all required approval signatures.
- Submit form to Procurement Services.
Texas Woman's University is proud to recommend Summus Industries as the preferred office supply vendors for the University and encourages you to sign up for access and use your PCard for all your office supply needs. For billing questions, please contact email@example.com.
- Complete the Check Request form.
- Obtain all required approval signatures.
- Submit form to Procurement Services.
The University Printing Services Department operates to assist departments with printing and copying needs.
Departments are not required to use on-campus printing services for their printing and copying needs. University purchasing procedures must be followed if printing and copying services are obtained off-campus.
Design standards for the University are established by the Office of Marketing and Communication and must be followed by all memers of the University Community. All materials intended for external audiences, whether printed on or off-campus, must meet the University's design standards, and be approved by the Office of Marketing and Communication.
Texas Woman's University uses the professional expertise of individuals, external to the university, only when those services cannot be provided by members of the TWU community. Consult the Contract Workforce Policy for more information. Professional service relationships include those between a TWU department and guest lecturer, artist, musician, speaker, performer, entertainer or between a TWU researcher and a research collaborator from another institution. In addition, professionals within the scope of the practice of accounting, architecture, land architecture, land surveying, medicine, optometry, professional engineering, real estate appraising, and professional nursing fall within these guidelines.
If the individual to be hired is NOT a U.S. Citizen, special procedures are required. See Payment to an International Individual on the Human Resources website.
In choosing a professional service provider, the individual is not selected on the basis of competitive bid, but on the basis of demonstrated competence and qualifications to perform the services. The fees must be for a fair and reasonable price as long as professional fees are consistent with, and not higher than, the recommended practices and fees published by the various applicable professional associations and do not exceed the maximum provided by law. If any travel is associated with the individual's service, the travel expenses are the responsibility of the individual. The cost of travel should be included in the payment.
The dean, department head, or program director selects the most qualified individual available to provide the required services. Fees for services between $5,000 - $25,000 require a justification of competency in choosing the individual and must be included in the comments on the requisition. If the fees for the services are going to be $25,000 or above, a contract is required. The department must contact the Purchasing Office to initiate terms and conditions of the contract. Total business expenditures with any one individual may not exceed $25,000 in any fiscal year unless special arrangements have been agreed upon.
It is critical that the individual’s employment is properly classified as it relates to Texas Woman’s University. Procedures for paying individuals can vary depending upon the individual’s status and the job being performed or the service provided. Please refer to the Payroll policy on Employee vs. Non-Employee Status to determine proper classification.
If it is determined that the individual to be paid is not a TWU employee, the following will apply:
- Complete an online requisition and use object code 7299 or 7252.
- After purchase order creation, the individual may be notified to perform the service required.
- After service completion, an invoice should be forwarded to Procurement Services.
- If the service provider does not have invoicing abilities a Payment Voucher form may be used.
The completed payment voucher must be forwarded to the Accounts Payable office.
Proprietary/Sole Source Purchase
A Sole Source or Proprietary Purchase is a product or service that has a distinctive characteristic that is not shared by competing products or services. When the specification limits consideration to one manufacturer, one product or one service provider, you must include a completed Justification for Proprietary Purchase form in the procurement file.
Purchase and Inventory of Portable Electronic Devices for Educational Purposes
After extensive review of the applicability of portable electronic devices for educational and administrative purposes, the following procedures have been implemented to insure that appropriate approval and inventory controls are in place when portable electronic reading, teaching and administrative devices (iPads, Kindles, etc) are purchased by appropriated, non-appropriated or fee funds.
1. Approval: An Approval to Purchase Form must be completed and submitted through the appropriate Academic and Administrative departmental level authority as designated by the Division Vice President prior to the submission of a requisition. Particular attention should be given to the justification for purchase when the purchase is made from a fee account. The procurement must be directly related to the purpose of the fee account (See university program fees) All ADA considerations must be evaluated prior to approval.
2. Purchase: Since some portable reading, teaching and administrative devices are controlled items based on State purchasing and inventory guidelines, the purchase must be made using a purchase order and cannot be made with a purchasing card. The approval form must be sent to Purchasing for approval verification. Additionally, a quote (http://www.twu.edu/tis/) generated from Office of Technology for the purchase of any portable tablet or software for such (eg. Apple applications or iPads) must be forwarded along with the approval form before a purchase order will be generated.
3. Wireless/Cell access: The University will not pay for cellular data access to the Internet unless otherwise approved by the Divisional Vice President for use in administrative purposes and in accordance with TWU Policy 2.37. Therefore, these devices must be used via wireless access, or the individual must pay for cell services.
4. Inventory: Each department head must keep an inventory of these devices noting the person assigned the device. All controlled items must be accounted for during the annual inventory control inspection. All unaccounted for devices will be considered lost and will require additional approval prior to replacement.
5. Software: New portable devices often come with proprietary mechanisms for purchasing and distributing software making it difficult or impossible for centralized management; therefore, it is the user’s sole responsibility to purchase additional software and applications for the system. In the event that software is required for education or administration purposes, it must meet the guidelines set out in T.A.C. Title 1, Part 10, Chapter 213, Subchapter C. The university will not be liable for the risks, additional charges or losses that may occur.
Registration fees for seminars, events, or classes can be processed through a Request for Check form or with the Purchasing Card. The dates of the function, location of event, and name of the person attending must be included in the line item description on the Check Request or submitted with the PCard documentation.
Please refer to the Travel Guidelines when travel-related expenditures are associated with the registration and the employee will be paying for the registration and submitting receipts for a travel reimbursement.
page last updated 11/25/2013 12:29 PM