Forms and Instructions

TWU Standard Contract Addendum [doc] State of Texas required clauses must be included in any contract by any state agency.
TWU Master Services Agreement [docx] Use when procuring services from an independent contractor.
CAPS Psychiatry Contractor Agreement [docx] Use this template for psychiatric contractor services.
NEW Performer Artist Agreement [pdf] Use this template for an artist or an individual whose services include a performance.
Media Artist Agreement [docx] Used for illustrators, writers, photographers and other artists.
NEW Guest Lecturer - In person [docx] This template is for use when an individual will present In-Person lecture or speech.
NEW Virtual Guest Lecturer [docx] Use when an individual will present a lecture or speech virtually.
Guest Speaker Solicitation Permit [pdf] This form is to be used if a guest speaker wants to sell materials related to their performance. The form must be completed and approved by the Vice President for Finance & Administration at least 10 days prior to the performance.
Contract Category Guide [pdf] This document explains all the different categories of contracts and what is needed for each.
Supporting Document Breakdown [pdf] This document has all the documents needed for each type of contract with links to forms embedded.
Data Accessibility Exemption Request Form

PCard Manual PCard Manual [pdf] A manual that describes the entire PCard program.
Authorized User Agreement Authorized User Agreement [pdf] This form must be completed by anyone using a Department PCard. The completed form must be uploaded in Concur each month as supporting documentation for the Department PCard expense report.
Checkout Log Checkout Log [xls] Complete this form each time someone uses a Department PCard. The completed form must be uploaded in Concur each month as supporting documentation for the Department PCard expense report.
Memberships and Dues [pdf] Request for approval and payment of memberships and/or dues.
Prohibited Merchant Category Codes [docx] A list of prohibited MCC that cannot be used and will be declined on the PCard.
Reimbursement for Personal/Non-Reimbursable Expenses Transmittal Form Reimbursement for Personal/Non-Reimbursable Expenses Transmittal Form [pdf] Complete this form when depositing money to the Bursar's Office for TWU credit card errors. Read instructions thoroughly on page 1 of the file.
Tax Exempt Certificate Tax Exempt Certificate [pdf] Certification used to claim an exemption from the payment of taxes for the purchase of tangible personal property and/or services.
Vendor Hold Instructions [pdf] Instructions on how to search for vendors on hold and acquire the documentation.

POCN - Change Form - 10% Justification [pdf] To be used when additions to a PO or contract total amount exceed 10% of the original amount.
Request for Formal Solicitation Form [pdf]
To be used for complex purchases greater than $40,000 that are required to go through the competitive sealed proposal process. Please contact Procurement and Contract Services for assistance.
Membership and Dues [pdf]
Request for approval and payment of Memberships and/or Dues. Please allow up to 5 business days for payment processing procedures.
Texas Tax Exempt Certificate [pdf]
Certification used to claim an exemption from the payment of taxes for the purchase of tangible personal property and/or services.
Data Card Request [pdf]
To request data access for laptops.
Emergency Purchase Justification [pdf]
To be used along with Departmental purchase requisition for the purchase of products/services that needs to be processed on an emergency basis.
Sole Source Justification [pdf]
To be used along with Departmental purchase requisition for the purchase of products/services that are only available from one source.
Food Purchase Justification [pdf]
Required on purchase requisitions for all food purchases except food purchased for research use in a lab or classroom or food for consumption by animals. This form is not applicable to credit card purchases in Concur.
Non-conforming Purchase Justification [pdf]

Taxpayer Identification Number and Certification (W-9) [pdf]
Tax form for the United States, which certifies an individual's taxpayer identification number that is used to file an information return with the IRS.
Purchase Order Terms and Conditions [pdf] Agreement between TWU and a supplier.
Prospective Employee-Donor Set up Form [pdf] Required to establish a temporary supplier number for prospective employee or prospective donor travel reimbursement.
HUB Subcontracting Plan [pdf] Required when a purchase has an expected value of $100,000 or more and subcontracting opportunities are probable. See also: HSPs.

HUB Certification
Instructions for:
1. Vendors / Businesses to register as a Texas Vendor
2. Create your MyCPA Account
3. Begin the CMBL (Centralized Master Bidders List) or HUB (Historically Underutilized Business Program) process

Page last updated 4:13 PM, May 8, 2025