Quick Links and Forms

• NEW Guest Lecturer Agreement [doc] – This template is for use when an individual will present a lecture to students in a classroom setting (must have course number and faculty member).
• NEW Guest Speaker Agreement [doc] – This template is for use when an individual will be speaking outside of a classroom setting.
• NEW – Performer Artist Agreement [doc] – Use this template for an artist or an individual whose service include a performance.
• Authorization of Professional Services-Independent Contractor form [pdf] – This supporting documentation is required for all Guest Lecturers, Guest Speakers, and Performer Artist Agreements. This document should be routed through Human Resources prior to entering your ticket into TDX for contract routing.
• TWU Standard Contract Addendum [doc] State of Texas required clauses must be included in any contract by any state agency. 
• TWU Master Services Agreement [doc] Use when procuring services from an independent contractor.
• CAPS Psychiatry Contractor Agreement [doc] Use this template for psychiatric contractor services.
• NEW Media Artist Template [doc] Used for illustrators, writers, photographers and other artists.
• Guest Speaker Solicitation Permit [pdf] This form is to be used if a guest speaker wants to sell materials related to their performance. The form must be completed and approved by the Vice President for Finance & Administration at least 10 days prior to the performance.
• Contract Category Guide [pdf] This document explains all the different categories of contracts and what is needed for each.
• Supporting Document Breakdown [pdf] This document has all the documents needed for each type of contract with links to forms embedded.
• Data Accessibility Exemption Request Form [pdf]
• Vendor Performance Form

• PCard Manual [pdf] A manual that describes the entire PCard program. 
• 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.
• Department PCard Checkout Log [xls] Complete this Log each billing cycle, listing each transaction that posts to the Department PCard in that cycle. The completed Log must be uploaded in Concur each month as supporting documentation for the Department PCard expense report.
• Membership and Dues Approval Form [pdf] Request for approval and payment of memberships and/or dues. 
• Prohibited Merchant Category Codes [docx] A list of prohibited MCC that cannot be used and will be declined on the PCard.
• Reimbursement for Personal/Non-Reimbursable Expenses Transmittal Form [pdf] Complete this form when depositing money to the Bursar's Office for TWU credit card errors (such as personal expenses). Read instructions thoroughly on page 1 of the file.
• Texas Tax Exempt Certificate 2025 [pdf] Certification used to claim an exemption from the payment of taxes for the purchase of tangible personal property and/or services.
• Vendor Hold Instructions [pdf] Instructions on how to search for vendors on hold and acquire the documentation.

• *NEW Purchase Req Checklist [pdf] To be used when preparing to enter a purchase requisition in Oracle Cloud-lists out all items required on requisition in order for Buyer to approve.
• *NEW  PO Close Form [google doc] To be used to finally close an open PO in Oracle and release the encumbrance - once this is performed it can not be undone.
• *NEW Independent Contractor/Authorization for Professional Services [pdf] HR approval required on form for any services being paid to an individual to determine tax as contractor or employee.
• *NEW TWU Commonly Used Category Codes [google doc}
• State Comptroller Category code / object code website search [website] To be used when more information is needed in order to determine which category code name should be selected for purchase on requisition in Oracle Cloud.
• Purchasing Categories[excel] Complete list of all natural account - category codes in spreadsheet form for Oracle Cloud Requisitions. Use in conjunction with searching for object code on State Comptroller website.
• POCN - Change Form - 10% Justification [pdf] To be used when additions to a PO or contract total amount exceed 10% of the original amount.
• Request for Formal Solicitation Form [pdf]
  To be used for complex purchases greater than $100,000 that are required to go through the competitive sealed proposal process. 
• Membership and Dues Approval Form [pdf] 
  Request for approval and payment of Memberships and/or Dues.  Please allow up to 5 business days for payment processing procedures.
• Texas Tax Exempt Certificate 2025 [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.
• Non-conforming Purchase Justification [pdf]

• University Travel Forms

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.

• Taxpayer Identification Number and Certification (W-9) [pdf]
  Tax form for the United States, which certifies an individual's taxpayer identification number that is used to file an information return with the IRS.
• Approved PO Terms & Conditions.12.2025 [pdf] Agreement between TWU and a supplier.
• Prospective Employee-Donor Set up Form [pdf] Required to establish a temporary supplier number for prospective employee or prospective donor travel reimbursement.
• *Updated* HUB Subcontracting Plan - no statewide goals [pdf] Required when a purchase has an expected value of $100,000 or more and subcontracting opportunities are probable.