OVERVIEW

Advertisements require special procedures.  The following information provides guidelines for various advertising needs.

PROCEDURE

A purchase order must be created prior to placing an advertisement in any newspaper or publication.

Advertisements for Recruitment of Faculty or Staff Positions

•      Must be approved by the Human Resources Department. Individual departments are not authorized to place such advertisements without proper approval.
    

•      All recruitment advertisements must clearly state the following: "Texas Woman's University is an Equal Opportunity Employer. Women and minorities are encouraged to apply."
    

•      When a recruitment advertisement requisition is entered into Oracle , the department should request that the PO be returned to the department. This will enable the department to send the PO, along with the necessary information for the advertisement, directly to the vendor.
    

•      A copy of the complete text for the advertisement should be e-mailed or faxed to purchasing so that a copy can be scanned into imaging.
    

Advertisements for Subjects for Study Programs

•      Do not require approvals from Human Resources.
    

•     These advertisements may be placed by the departments using a requisition, or the TWU Purchasing Card if the total is under $1,000.00.
    

•     The department should request that the P.O. be returned to the department. This will enable the department to send the PO, along with the necessary information for the advertisement, directly to the vendor.
    

•     A copy of the complete text for the advertisement should be e-mailed to purchasing so that a copy can be scanned into imaging.

Newspaper Ads: (Denton Record Chronicle/Dallas Morning News)

Special billing arrangements have been made with the above mentioned vendors.  Please use the following information to assist in billing:

    Denton Record Chronicle

a.      For advertisements, reference account #56940 and telephone #940-898-3525*

b.      For legal notices, reference account #56975 and telephone #940-898-3130*

     The Dallas Morning News

a.      For advertisements, reference account #002611000 and telephone #940-898-3525*

b.      For legal notices, reference account #088745510 and telephone #940-898-3130*

*This telephone number is used for billing purposes only.  The departmental or other appropriate TWU telephone number should be printed in the advertisement or legal notice.

Newspapers have been instructed to send all tearsheets and invoices to the Controller's Office referencing the purchase order number. However, if you should receive any documents, please forward to the Controller's Office with the purchase order number referenced.