Forms and Instructions

CONTRACTS

PCARD PROGRAM

  • 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.
  • Reimbursement for Personal or Non-Reimbursable Expenses Transmittal Form [pdf] 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. 
  • 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.

PURCHASING

  • 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.
  • 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.

TRAVEL PROGRAM

SUPPLIERS

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.
  • 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

Page last updated 4:24 PM, February 7, 2024