Professional Services

Professional Services

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 community. Consult the Contract Workforce Policy for more information. 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.

If the individual to be hired is NOT a U.S. Citizen, special procedures are required. See Payment to an International Individual on the Human Resources website.

In choosing a professional service provider, the individual is not selected on the basis of competitive bid, but on the basis of demonstrated competence and qualifications to perform the services. 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.

The dean, department head, or program director selects the most qualified individual available to provide the required services. Fees for services between $20,000 - $40,000 require a justification of competency in choosing the individual and must be included in the comments on the requisition. If the fees for the services are going to be $40,000 or above, a contract is required. The department must contact the Purchasing Office to initiate terms and conditions of the contract. Total business expenditures with any one individual may not exceed $40,000 in any fiscal year unless special arrangements have been agreed upon.

It is critical that the individual’s employment is properly classified as it relates to Texas Woman’s University. Procedures for paying individuals can vary depending upon the individual’s status and the job being performed or the service provided. Please refer to the Payroll policy on Employee vs. Non-Employee Status to determine proper classification.

If it is determined that the individual to be paid is not a TWU employee, the following will apply:

• Complete an online requisition (contact Purchasing with any questions regarding proper object code).
• After purchase order creation, the individual may be notified to perform the service required.
• After service completion, an invoice should be forwarded to Accounts Payable at TWUPayables@twu.edu.
• If the service provider does not have invoicing abilities a Payment Voucher form may be used. The completed payment voucher must be forwarded to the Accounts Payable office.