1. Texas Woman’s University
Special Procurements
October 14, 2016

2. 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

3. 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
An approval from them is fine – but we need something showing that HR approved the ad
A tear sheet is the actual ad that ran in the magazine or paper – it has to match the ad approved by HR

4. 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:
Information technology service contract purchases
Applications software purchases
Hardware purchases
Hardware may not be purchased with a pcard because it requires a tracking tag and needs to be in the fixed asset system
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 TWU policy All purchases are consistent with the short- and long-term strategies for information technology services.

5. 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:
Consumption by animals
Research purposes in a lab or classroom

6. Furniture
Once your department has identified a need, contact Design Services to schedule an appointment to discuss scope and budget
Contact information:
General Ordering Timeline
Budget estimate request
1 week turnaround
Vendor visit and generation of ‘plan’
Generation of formal quote
2-3 days after approval
Issuance of PO
3-4 days after requisition approved
The website has not been updated with the full process yet – but they are working on it. We will also be updating our website with the new requirements
Bottom line – it takes quite a while to get furniture – the above timeline does not include the actual delivery and setup.

7. 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
Those of you that use other vendors – and trust me – we know who you are – are doing so without receiving any approved contract pricing

8. 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
Both Alphagraphics and Marfield are developing websites that will facilitate the ordering process – i.e. you go on line and input the information you want on the card and it shows you a graphic of what that card with look like

9. Questions