Texas Woman’s University
SPECIAL PROCUREMENTS
OCTOBER 20, 2015
What makes these special
 Additional steps are required
 We need supporting documentation
 Additional time must be allotted
 Various reasons
 State compliance
 Internal controls
 Standardization
 Safety
Advertisements for Recruitment
 Must be approved by Human Resources Department
 Tear sheets must be sent to A/P with invoices or included
in your Pcard supporting documentation
Computer & Related Equipment
 Quote must come from OoT
 Departments are required to involve OoT and send
documentation with requisition in early phases of
projects involving:
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Information technology service contract purchases
Applications software purchases
Hardware purchases
Food
 Food Purchase Justification form is required for all food
purchases

Can be found on Procurement Services website under “Forms and
Instructions”
 Exceptions are food purchased:
 On a 12 or 14 account (for now – this is under discussion)
 For educational research
 For laboratory purposes
 While traveling on official University business
 Consumption by animals
Furniture
 Once your department has identified a need, contact
Design Services to schedule an appointment to discuss
scope and budget
 Contact information: sandrus@twu.edu
 General Ordering Timeline
Budget estimate request
1 week turnaround
Vendor visit and generation of
‘plan’
1 week turnaround
Generation of formal quote
2-3 days after approval
Issuance of PO
3-4 days after requisition approved
Office Supplies
 Summus is the preferred vendor
 Why
Contract pricing through a cooperative
 Rebate program for based on volume
 Mentor/Protégé program with Staples
 HUB vendor
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Public Identity Printing
 Business cards, letter head, envelopes
 Competitively bid and dually awarded vendors:
 Alphagrahics
 Marfield
 Ordering process:
 Requisition
 Pcard
 Order through Printing Services – Carrie Gartman

An additional charge will be added
Questions