Special Procurements

• 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. 

The care and use of vertebrate animals at TWU is supervised by the Institutional Animal Care and Use Committee (IACUC), the Animal Care Technician and the Consulting Veterinarian.

In order to ensure that approved space is available in the Animal Facility for newly purchased animals and to ensure that animals are purchased from approved vendors, written approval is required from the IACUC for purchase of live, vertebrate animals.

An appropriately signed IACUC ANIMAL PURCHASE FORM on file with the IACUC Chair and the Animal Care Technician signifies IACUC approval of said order.

A copy of Animal Purchase Form must be sent along with requisition to purchasing.

Please contact Dana Averit at 81-2708 in the Biology Department for appropriate documents and further purchasing details or see the TWU IACUC website.

• NEW for FY26 a quote is NOT REQUIRED when using the Tejas Punchout in Oracle Cloud and ordering 3 or less standardized computer items. For all other IT/computer purchases a quote is required. 

  • All software, web application and cloud services purchases require a risk assessment from ITS BEFORE you submit a requisition. Click here to request a Risk Assessment.

Texas Woman’s University leases its multifunction copiers through Gill Digital Services and ImageNet under a university-wide contract managed by Procurement Services. These copiers are strategically placed across campus departments to support printing, scanning, and copying needs while maintaining cost efficiency and consistent service.

If your department needs to request a new copier, move an existing one, or update copier information, this Knowledge Base article will guide you through the process.

(University -owned Device)

The University provides communication devices and service plans for some employees with an established business need. 

Procurement Services contacts supplier for quote based on information provided by department. Email procure@twu.edu for assistance.

*Please reference Cellular Communications URP 05.490 for details.

• 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. Please fill out an Emergency Purchase Form and attach to requisition with invoice.

A Food Purchase Justification form is required for all food purchases with the following exception:

• Food purchased for consumption by animals

All requisitions for furniture must have a Project Information Form from Facilities Management attached. If you have questions about furniture specifications, please email Facilities Management at TWUProjects@twu.edu.

Payments needed for an individual who is providing a service to TWU is required to complete: Authorization of Professional Services 

• Form must be completed and approved by HR prior to entering contract and requisition for payment
• HR determines if individual should be paid as independent contractor or employee 

Professional Services includes:

• Guest Lecturer - speaking in a classroom setting for a course - reference course number and name on contract with professor name
• Guest Speaker - speaking at event - not related to a class
• Performer/Artist 

**If any travel is associated with the individual's service, the travel expenses are the responsibility of the individual.  The cost of travel should be included in the payment.

University Memberships Policy & Payment Guidelines

Memberships must serve a clear benefit to the University and align with institutional goals. All membership requests require approval by the VP for Finance and Administration or the Chancellor and President in accordance with University Policy: URP: 04.330 Memberships.

Approval Process

1. Complete the Memberships and dues Form 5.25
2. Obtain signatures from:
   • Appropriate Account Manager
   • Divisional Vice President
   • Route signed form to Office of Finance and Administration for final approval

If approved, and cost of membership is less than designated PCard single purchase threshold and local funds, you should utilize payment on PCard. You must upload the approved Membership and Dues Approval form along with the paid receipt when you reconcile your PCard.

For a payment via check you must enter a requisition through Oracle with approved membership form attached and invoice/quote.

Texas Woman's University is proud to recommend the Historically Underutilized Business, Summus Industries as the preferred office supply provider for the University and encourages you to sign up for access and use your PCard for all your office supply needs. For billing questions, please contact info@summusindustries.com.

TWU Summus representative: Hannah Dailey - Account Manager (281)-640-1765, ext. 120; hannah.dailey@summusindustries.com

All Summus office supply orders have desktop delivery - straight to your desk! Pay with your pcard! EASY.

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 on the Training and Resources page for step-by-step instructions.

Texas Woman’s University is proud to recommend the following as the preferred suppliers for all University printing needs, including business cards, envelopes and letterhead. We are pleased to provide the newly awarded contact information for all companies. We encourage you to use your PCARD for your printing needs.

• AC Printing. (HUB) 817-267-8990 Attn: Anjum Samnani, 817-267-8990, anjum@acprinting.com
• Marfield, Inc. (HUB) 972-245-9122 Attn: Andrea Rowe, andrea.rowe@marfield.com
• Capital Printing. 737-708-9962 Attn: Deidre Acord, dacord@capitalprintingco.com
• ImageSet. 713-869-7700 Attn: Debra Briggs, dbriggs@imageset.com (Houston)
• IMPress Graphics. 940-442-6612 Attn: Kathy, orders@impress-graphics.com

All printed materials must follow existing brand guidelines.

**A non-exhaustive list of printed materials that DO NOT NEED to be produced by a licensed supplier include: business cards, letterhead, brochures, pamphlets, flyers, promotional posters, schedule posters, schedule cards, web graphics, social media graphics, video/photography graphics, department banners, building signage and university vehicle signage.

Texas Woman's University uses the professional expertise of individuals, external to the university, only when those services cannot be provided by members of the TWU. Professional service relationships include those between a TWU department and guest lecturer, artist, musician, speaker, performer, entertainer or between a TWU researcher and a research collaborator from another institution. In addition, professionals within the scope of the practice of accounting, architecture, land architecture, land surveying, medicine, optometry, professional engineering, real estate appraising, and professional nursing fall within these guidelines.

The fees must be for a fair and reasonable price as long as professional fees are consistent with, and not higher than, the recommended practices and fees published by the various applicable professional associations and do not exceed the maximum provided by law. If any travel is associated with the individual's service, the travel expenses are the responsibility of the individual. The cost of travel should be included in the payment.

Any individual who will be providing services on-campus must be accompanied at all times by TWU faculty or staff AND Authorization of Professional Services / Independent Contractor Form (see QUICK LINKS and FORMS) - must be completed and on file and approved by HR to pay any individual for all service agreements prior to agreeing to any dates of service:

• Guest Lecturer - presenting a lecture to students in a classroom setting
• Guest Speaker - presenting/speaking outside of a classroom setting - no course associated with speaking event
• Performer Artist Agreement - includes a performance

Payment for these services is payable via Purchase Order. Department will submit requisition with required documentation for all services. Requisition will be processed to Purchase Order for receipt and payment AFTER service contract signed. 

The following vendors were awarded for promo orders and have approval to be used from marketing. 

4Imprint, Inc.

https://www.4imprint.com 

AHI Enterprises (HUB)

https://www.ahienterprises.com/

HSA Enterprises dba Denton Depot

dentondepot.com

San Bay Studio

sanbaystudio.com

American Business Form

Contact: Cassandra Chiodo

Email: cchiodo@americanbus.com

Phone: 331-472-6036

Licensing and Trademarks

Effective July 1, 2018, a license is required for products featuring TWU marks. University entities must use a licensed vendor to produce merchandise. By licensing and trademarking the university’s name and logos, TWU ensures that the public can recognize officially licensed merchandise that bear our official marks and branding.

For more information, please visit https://twu.edu/licensing/.

A Sole Source or Proprietary Purchase is a product or service that has a distinctive characteristic that is not shared by competing products or services.  When the specification limits consideration to one manufacturer, one product or one service provider, you must submit a completed Sole Source Justification with the Departmental purchase requisition.

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.

All vehicle purchases must be approved by Facilities Management prior to purchase. Please obtain Facilities approval via email to Chris Williams - cwilliams@twu.edu and attach the approval email to requisition. This applies to ALL vehicles, including golf carts, ATVs and Police vehicles.