1. Texas Woman’s University
Special Procurements

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

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
You MUST get a quote for computers and related equipment BEFORE you submit a requisition. As major providers of information technology to the campus, Office of Technology (OoT) provides assistance in selecting and deploying information technology solutions. Departments are required to involve in the early phases of projects involving the following:
- Information technology service contract purchases
- Applications software purchases
Hardware purchases
Purchases of software and mobile apps must undergo a risk assessment by the Security Team. Contact the Technology Service Desk or

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
A Project Information Form is required with the requisition
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
PIF - Purpose: To request a general price point for the scope of work described in order to better identify funding issues. This form comes before the Project Request Form to provide departments with generic pricing information for preliminary budgeting purposes before requesting a project to be implemented.
When to use: When a department has an idea for a project to develop, but the associated costs need to be understood before further resources can be dedicated to implement the project idea
PRF - Purpose: To initiate design, formal estimating, and implementation services for project requests. "Projects involve multiple trades and have a cost that exceeds $5, "
When to use: A department has a need for a project to be implemented within a definite time frame, a funding source has been identified, and have completed a Project Information Form. Examples: departmental relocations, cubicle re-configuration, cosmetic upgrades, furniture procurement, and complete space remodels.

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
To obtain a Summus username and password
Added hyperlink to the summus website and “To obtain Summus username…”

8. Public Identity Printing
Business cards, letter head, envelopes
Competitively bid and dually awarded vendors:
Alphagrahics
Marfield
Ordering process:
Requisition
PCard

9. Promotional Items
The following vendors should be utilized for all promotional orders regardless of the method of purchasing — i.e purchase order and/or procurement card.
Competitively bid and multiple awarded vendors:
CC Creations
Denton Depot
San Bay Studio
Should circumstances arise that would call for use of a vendor not listed below, prior written approval from Procurement and Contract Services would be required.