Forms and Instructions

• NEW TWU Standard Contract Addendum [doc] This document has all the State of Texas required clauses that must be included in any contract awarded by any state agency. 
• NEW Contract Category Guide [pdf] This document explains all the different categories of contracts and what is needed for each.
• NEW Supporting Document Breakdown [pdf] This document has all the documents needed for each type of contract with links to forms embedded.
• NEW Data Accessibility Exemption Request Form
• Guest Lecturer Agreement [docx] This template is for use when bringing in an individual who will present a lecture, speech, seminar or workshop.
• Virtual Guest Lecturer Agreement [docx] Use this template when an individual will present a lecture, speech, seminar or workshop virtually.
• Master Services Agreement [docx] This template is for use when procuring services from an independent contractor when it is prudent to detail the services to be performed. *updated 5/22/24
• Performer/Artist Agreement [pdf] Use this template for an artist or an individual whose services include a performance.
• Media Artist Agreement [docx] This template is to be used for illustrators, writers, photographers and other artists.
• 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.
• CAPS Psychiatry Contractor Agreement [docx] Use this template for psychiatric contractor services.

• PCard Manual [pdf] A manual that describes the entire PCard program. 
• Prohibited Merchant Category Codes [docx] A list of prohibited MCC that cannot be used and will be declined on the PCard.
• Vendor Hold Instructions [pdf] Instructions on how to search for vendors on hold and acquire the documentation.
• Reimbursement for Personal or 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.
• 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 [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.
• Membership and Dues [pdf] Request for approval and payment of memberships and/or dues. 
• 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.

• Request for Formal Solicitation Form [pdf] - updated 9/11/24
  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] - updated 11/6/23
  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]

• University Travel Forms

Some forms require extra steps to access. Please ensure that you log-in in the top right corner should you receive a "Permissions Denied" notice.

• 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