Designated Operating Strings

The Designated Operating Accounts are established to provide greater flexibility in achieving the educational mission of Texas Woman’s University. These strings are budgeted with local funds and are structured as follows:


The department approver is responsible for prudent use of these funds. Department approvers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the ensuing benefit to the University.

Funding Allocations

Funds will be allocated to the strings on an annual basis as determined through the University’s budgeting process. Excess funds at year end will not be carried forward. Only encumbrances appropriately reserved by designated deadlines will move forward to the new fiscal year. If the account is in deficit at year end, the new year budget will be decreased to cover the prior year deficit.

Transfer of Funds

Funds may be transferred within a string, and to or from other strings.


Expenditures from Designated Operating Accounts must be documented and processed in accordance with TWU’s Procurement policies. All pertinent records related to the receipt and disbursement of these funds shall be maintained in accordance with University regulations.

The guidelines for spending authority are provided in the table below.

swipe to see the full table

Category Transaction Type Guidelines
Alcohol Alcoholic Beverages Not Permitted
Advertising Media, periodicals Permitted
Awards Employee/Student Awards Not Permitted (see guidelines for Discretionary Gift Strings)
Building Maintenance, repairs Permitted
Cards Holiday/Greeting Cards Permitted
Computer Equipment Hardware, supplies, software, maintenance Permitted
Contracted Services Guest Lecturers, Speakers, Temporary Agencies Permitted
Contributions Donations, purchase of tables Not Permitted (see guidelines for Discretionary Strings)
Copiers Rentals, purchases, maintenance Permitted
Memberships & Dues Institutional/Individual Permitted (see URP 04.330)
Equipment Expensed & Capitalized Permitted
Fees Registration, Inspection, Usage, Conference, Licensing, Notary Permitted
Food & Refreshments
  • Travel related (see Travel Policy)
  • Educational research
  • Employee Recruitment
  • Receptions/University events
  • Other situations that serve a legitimate public purpose or furthers the educational function of TWU.
Permitted (see Food Purchase Justification Form)
Flowers Congratulatory or Condolences Not Permitted (see guidelines for Discretionary Gift Strings)
Furniture Desks, Chairs, Lab, Shelves Permitted
Gifts Employees/donors/students or any organization Not Permitted (see guidelines for Discretionary Gift Strings)
Gift Cards Any type - Visa, Starbucks, Walmart, Etc. Not Permitted
Gratuities Tips or Gratuities Permitted
Printing Services Permitted (see URP 01.410)
Professional Services Non-employee Permitted (see Special Procurements)
Promotional Items t-shirts, cups, flash drives Permitted
Supplies Office, Janitorial Permitted
Telecommunications Services, equipment, supplies Permitted
Training/Registration Fees Employees Permitted
Travel Employee, Prospective Employee Permitted (see University Travel)
Tuition Employees Not Permitted
Uniforms TWU Staff Permitted

Page last updated 4:37 PM, January 3, 2024