Advertisements
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. Contact Human Resources for specific guidelines.
A copy of the complete text for advertisements should be emailed to purchasing. 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.
Animals
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. Please contact Lynda Uphouse, ext. 2356 in the Biology Department for appropriate documents and further purchasing details or see the TWU IACUC website.
Computer and Related Equipment
You MUST get a quote for computers and related equipment BEFORE you submit a requistion. As major providers of information technology to the campus, Information Technology Services (ITS) provides assistance in selecting and deploying information technology solutions. Departments are required to involve ITS in the early phases of projects involving the following:
- Information technology service contract purchases
- Applications software purchases
- Hardware purchases
Purchases of computers and computer-related equipment, software, and services are processed following guidelines provided by the State of Texas Department of Information Resources (DIR) and are consistent with the short- and long-term strategies for information technology services.
Purchases of more than $1 million that use state funds as the fund source must be documented and submitted to the DIR in the Biennial Operating Plan. This plan is developed and submitted by information technology services (ITS) in the fall of odd-numbered years. For a planned procurement of this magnitude, departments are responsible for providing ITS the information required so that the plan can be prepared. The DIR reserves the right to review and participate in any such procurement.
Emergency Purchases
An emergency purchase is defined as the purchase of goods or services which are so badly needed that the University will suffer financial or operational damage if they are not secured immediately. The 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. A form has been created for this purpose.
Furniture
Please see the facilities website in order to view the furniture standards. If you need measurements performed on your space, someone can assist you with this before you order furniture. If you have questions about furniture specifications, please email Stephanie Andrus in facilities.
Memberships and Dues
- Complete the Membership and Dues form.
- Obtain approval signature.
- Submit a requistion.
- After the requisition has been approved, write the requisition number on the Membership and Dues form.
- Send the Membership and Dues form to the VP of Finance and Administration's for signature.
- Finance and Administration will forward the form to Purchasing to issue a PO.
Office Supplies
Texas Woman's University is proud to recommend Advantage Supply and PDME as the preferred office supply vendors for the University and encourages you to sign up for access and use your PCard for all your office supply needs.
Purchasing your supplies from either company ensures TWU complies with State mandated Texas Industries for the Blind and Handicapped (TIBH) purchasing requirements. Additionally, TWU will receive HUB credit on ALL purchases.
If you are not set up in the PDME system, please visit https://odams.officedepot.com/registrations/pdme.php to register.
If you are not set up in the Advantage Supply system, go to the website fill out a New Customer form. An account number and password will be provided by e-mail within 24 hours, or fax the New Customer form to (866) 280-1847. If there are any questions regarding the order entry process contact Greg Pelzel (TWU Customer Support). If you need Advantage Tech Support, email Advantage Supply or call (866) 280-1846. For billing information email Advantage Supply or call (866) 280-1846.Postage
- A requisition is submitted with the desired dollar amount of postage.
- Once a purchase order has been created, the department must contact the Accounts Payable Office to prompt the issuance of a check.
- The department can pick up the check at the Bursar's Office when it's ready.
- Once the postage has been purchased, it is imperative that the receipt is forwarded back to the Accounts Payable Office for filing with the purchase order.
Printing
Texas Woman's University Printing Services provides printing and other related services. First consideration should be given to the University Printing Services to accommodate departmental printing requirements. Departments may use external service providers, according to their needs only after TWU Printing Services reviews the services requested and approves an alternative printing source. When using state funds and an external service provider, all printing, regardless of the dollar amount, must have three (3) bids including a bid from the Texas Department of Criminal Justice Printing Services in Huntsville. Texas Woman’s University encourages the use of vendors designated as historically underutilized businesses (HUBs).
By utilizing the Request for Printing available online at TWU Printing Services, departments can submit printing orders and have charges automatically withdrawn from their accounts through an IDT (InterDepartmental Transfer).
Professional Services and Guest Speakers
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 $5,000 - $25,000 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 $25,000 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 $25,000 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 and use object code 7299 or 7252.
- After purchase order creation, the individual may be notified to perform the service required.
- After service completion, a Payment Voucher must be filled out and then signed by the individual.
- The completed payment voucher must be forwarded to the Accounts Payable office.
Registrations
Registration fees for seminars, events, or classes can be processed through an online requisition or use of the Purchasing Card. The dates of the function, location of event, and name of the person attending must be included in the line item description on the Requisition or submitted with the PCard Transaction Log.
Please refer to the Travel Guidelines when travel-related expenditures are associated with the registration and the employee will be paying for the registration and submitting receipts for a travel reimbursement.
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page last updated 11/18/2008 13:01