Quick Links and Forms

Procurement TDX Ticket System (Log In Required)

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Expenditure Guideline Matrix (Google Log In Required)

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Form	Purpose	Link	Submission of Form
Advertising/Social Media (including Job Postings)	Advertisements for recruitment of faculty or staff positions must be approved by Human Resources. Obtain an approval email from HRRecruitment@twu.edu prior to purchasing any job placement ads. The approval email must be uploaded to Concur with the monthly expense reconciliation if a PCard is used for payment. Newspapers have been instructed to send all tearsheets and invoices to Procurement Services, referencing the purchase order number. Social media ads, including sponsored or boosted posts on Facebook and LinkedIn, are considered a form of advertising. Please contact Marketing & Communication at socialmedia@twu.edu for guidance and approvals of all social media ads prior to using a university PCard or entering a requisition for these purchases.
Animal Purchase Form	Used for all animal purchases	Link	Attach to requisition
Authorization for Professional Services / Independent Contractor Form	Required for all Guest Lecture, Guest Speaker, Performer/Artist Agreements, and Individual/Sole Proprietor suppliers utilizing our Media Artist and Master Services Agreement. These MUST be reviewed by Human Resources prior to submitting a contract for review through TDX by completion and submission of Independent Contractor Form - HR.	Form	payroll@twu.edu
Change Order Justification	Completed when PO changes are greater than 10%	Form	Attach to requisition
Computer and Related Equipment	See Preferred Suppliers	Link
Contract Template - Guest Lecturer Agreement	Used when an individual will lecture to students in a classroom setting (must have course number and faculty member).	Template	Contract Routing TDX Ticket System
Contract Template - Guest Speaker Agreement	Used when an individual will be speaking outside of a classroom setting.	Template	Contract Routing TDX Ticket System
Contract Template - Media Artist Agreement	Used for illustrators, writers, photographers and other artists.	Template	Contract Routing TDX Ticket System
Contract Template - MSA (Master Services Agreement)	Use when procuring services from an independent contractor.	Template	Contract Routing TDX Ticket System
Contract Template - Performer Artist Agreement	This template is for when a performance will be performed by an individual or group. Examples: actors, dancers, DJ’s, entertainers, musicians).	Template	Contract Routing TDX Ticket System
Contract Template - Psychiatry Services Agreement (CAPS)	Use this template for psychiatric contractor services.	Template	Contract Routing TDX Ticket System
Contract Template -Standard Contract Addendum	State of Texas required clauses must be included in any contract by any state agency.	Template	Contract Routing TDX Ticket System
Copier Request Ticket	Request new copier, move, or updates to chartstrings	Link	Procurement TDX Ticket System
Emergency Purchase Justification Form	An emergency purchase is defined as the purchase of goods or services that are needed or else the University will suffer financial or operational damage if they are not secured immediately. A 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	Form	Attach to requisition
Finding a Supplier	Request assistance in finding a supplier in Oracle Cloud.	Link	Procurement TDX Ticket System
Food Purchase Justification Form	Required for all food purchases on contracts and requisitions with the exception of food purchased for research use in lab or classroom or food consumed by animals	Form	Contract Routing TDX Ticket System (if on contract) Attached to requisition (if on requisition)
Furniture/Projects	All requisitions for furniture must have PIF/PRF with Facilities department approval	Link	Attach PIF/PRF or approval to requisition
Membership Dues Form	Required approval by VP Finance & Administration or Chancellor	Form	Attach to requisition
Non-Conforming Purchase Justification Form	Required for all non- conforming orders	Form	Attach to requisition
Office Supplies	See Preferred Suppliers	Link
Postage	Postage must be paid by an employee out-of-pocket and reimbursed on a Payment Request in Concur. Postage is not an allowable expense on the PCard. Follow these steps for reimbursement: Complete a Payment Request in Concur. Attach the itemized receipt to the transaction. Submit the Payment Request for approval in Concur. Once approved, payment will be issued in Oracle Cloud. Refer to How to Create a Payment Request in Concur for step-by-step instructions.
Printing Services	See Preferred Suppliers	Link
Promotional Items	See Preferred Suppliers	Link
Prospective Employee Travel Reimbursement	Required to establish a temporary supplier number for prospective employee or prospective donor travel reimbursement.	Link	Procurement TDX Ticket System
Purchasing Request Ticket	Request, cancel, revise, finally close or roll a PO.	Link	Procurement TDX Ticket System
Purchasing Question Ticket	Use this form to submit questions related to purchasing, requisitions, or procurement processes.	Link	Procurement TDX Ticket System
Registrations	Registration fees for seminars, conferences, or events can be processed with the PCard if no travel is involved. The 5 W's (who, what, when, where, why) must be included with the PCard documentation. If the event is in-person, and requires travel, the registration should be charged to the traveler's TWU Travel Card. If a TWU credit card is not accepted, the registration should be processed with a purchase order or Check Request. Please refer to the Travel website when travel-related expenditures are associated with the registration and the employee will be paying for the registration on a TWU Travel Card. An employee's TWU Travel Card cannot be used to pay for another employee's travel expenses.
Request for Formal Solicitation Form	A formal bid is required for purchases over $100K that are not on a Cooperative agreement.	Form	Procurement TDX Ticket System
Sole Source Justification Form	Required for purchases of $50,000 or more and when only one vendor is available for goods/services requested or when only one product will meet your needs	Form	Contract Routing TDX Ticket System (if on contract) Attached to requisition (if on requisition)
Subcontracting Plan Form	A subcontracting plan is required for state of Texas contracts when the contracting agency has determined that subcontracting opportunities are probable with prospective vendors certified by the Texas Comptroller through the Veteran Heroes United in Business (VetHUB) program, for a contract with an expected value of $100,000 or more. (Texas Government Code Chapter2161, Subchapter F; 34 Texas Administrative Code Section 20.285.)	Link	Submit completed form with your response to bid.
Supplier Requests	Request Student or Prospective employee set up, or submit questions regarding suppliers.	Link	Procurement TDX Ticket System
Taxpayer Identification Number and Certification (W-9)	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.	Link	Supplier must submit during the registration process or by editing their profile in the Oracle Cloud Supplier Portal.
TWU VetHUB Search Documentation Form	Complete this form when: You are conducting an informal bid, and Your search did not identify any VetHUB suppliers capable of providing the requested goods or services.	Form	Attach to requisition
Vehicle Approval	Applies to all vehicles being purchased including Golf Carts/ATVs. Police pursuit vehicles excluded.	Approval email from Jack Handley	Attach to requisition
Wireless Device Request	For the purchase/lease of mifi, hotspot, data card, cell phones	TDX link tbd	Procurement TDX Ticket System

Page last updated 4:12 PM, October 6, 2026