Forms and Instructions

• NEW! Standard Contract Addendum[word] This form to be used with vendor contracts and attached as addendum (do not use this form if using an OGC standard template contract)
• NEW! Contract Routing Sheet [pdf] This form must be completed by the department and submitted with a contract to twucontracts@twu.edu. 
• Checklist for Contracts [pdf] A guide for departments to use when submitting a contract to Procurement Services for review and signature.
• 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.
• 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.
• Allowable Purchases [docx]   A list of allowable purchases and the corresponding object code. 
• Vendor Hold Instructions[pdf] Instructions on how to search for vendors on hold and acquire the documentation.
• Cash Receipts Transmittal Form Complete this form when depositing money to the Bursar's Office.
• 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.  Please allow up to 5 business days for payment processing procedures.
• 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.
• Account Combination Form For adding a new Object Code segment to a valid account number.
• Non-conforming Purchase Justification [pdf]   
• Request for 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.

• 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.
• Vendor Electronic Funds Transfer (EFT) Authorization Form [pdf]
  Agreement used to set-up vendors for direct deposit (Electronic Funds Transfer) payment for services or goods.
• New Supplier Form [pdf]
  Set-up all vendors / suppliers new to TWU.  Set-up includes purchasing and payables capabilities.
• Employee Electronic Funds Transfer (EFT) Agreement [pdf]
  Agreement used to set-up TWU employees for direct deposit (Electronic Funds Transfer) of reimbursement payments.
• Purchase Order Terms and Conditions [pdf] Agreement between TWU and a supplier.
• Prospective Employee-Donor Set up Form [pdf]  Required to establish temporary access in Concur for prospective employee or prospective donor travel.
• HUB Subcontracting Plan [pdf] Required when a purchase has an expected value of $100,000 or more and subcontracting opportunities are probable.

• HUB Certification [pdf]
  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
• Supplier Number Search [pdf]  Locate the supplier number associated with a specific supplier.