Stephen F. Austin State University

Doing Business with SFA

Welcome to the SFA Procurement & Property Services Department...Let's Do Business!

Best Value Procurement

SFA purchases goods and services on a best value basis. Purchasing guidelines are governed by Texas Education Code 51.9335 and University policies and procedures approved by the University's Board of Regents. Stephen F. Austin State University is an independent university, and is not part of any system.

Procurement Cards

University departments have the ability to make limited purchases up to $3,000 with a university procurement card.

Purchase Order General Terms and Conditions

Click to view SFA's standard Purchase Order General Terms and Conditions.

Payment

If a procurement card is not used, an official purchase order is the only method for the purchase of goods obligating payment on behalf of SFA. The university assumes no liability for payment of obligations except those incurred in accordance with current purchasing policies and procedures. To ensure prompt payment the purchase order number must be referenced on shipping labels and invoices. In accordance with state law, standard payment terms are Net 30 upon receipt of goods or correct invoice, whichever is later. Early payment with a discount may be negotiated. Late fees will be paid in accordance with the Prompt Payment Act of Texas.

Tax Exempt Status

Tax Exemptions - in Texas

Stephen F. Austin State University is exempt from paying State of Texas sales tax, use tax, and hotel occupancy tax. Following are the forms, letters, and information required to claim the exemption in Texas:

Stephen F. Austin State University Texas taxpayer identification number: 17560025144

Stephen F. Austin State University Federal Employer Identification Number (FEIN): 75-6002514

Sales and Use Tax, Hotel Occupancy Tax, and Motor Vehicle Rental Tax Exemptions

Tax Exemptions - Out of State

Stephen F. Austin State University is tax exempt in the following states. (Click on the state name to access the documents required to claim the exemption.):

State Required Documentation/Explanation
Alaska No state sales and use tax. Some local jurisdictions impose local sales taxes.
Colorado Accepts TX certificate.
Delaware No state sales tax. Has a rental tax.
Florida Provide Florida "Consumer's Certificate of Exemption" (DR-14) to vendor for purchases only. Sleeping accommodations are taxable.
Hawaii No state sales tax. Has a general excise tax.
Idaho Must use T-card or direct billing. Complete ST-104-HM for lodging. Complete ST-101 for food and other purchases. Provide applicable form to vendor.
Illinois Provide "Illinois Sales Tax Exemption Certificate" to vendor. This authorizes SFA to purchase tangible personal property tax-free.
Indiana Provide completed ST-105 to vendor. [NOTE: select applicable prefilled form, whether for blanket purchase (hotel rooms/business meals) or single purchase]
Kentucky Must use T-card or direct billing. Provide completed Kentucky "Out-of-State Purchase Exemption Certificate" (Form 51A127) to vendor.
Michigan Must use T-card or direct billing. Provide competed prefilled Form 3372 to vendor.
Minnesota Most goods, services, and equipment purchases are tax exempt. However, meals and lodging are NOT tax exempt. Must use T-card or direct billing. Provide completed Form ST3 "Certificate of Exemption" to vendor.
Missouri Accepts TX certificate. Provide TX certificate and email from Missouri Dept of Revenue to vendor.
Montana No state sales tax.
New Hampshire No general state sales and use tax. However, there is a tax on rooms, meals, and vehicle rentals. Provide page from website confirming that NH does not issue certificates for exemptions to vendor.
North Dakota Must use T-card or direct billing. Provide "State of North Dakota Certificate of Exempt Status - Exempt Organization" to vendor. This authorizes SFA to be exempt from sales taxes for purchases, rental and leases of tangible personal property.
Ohio Provide completed Ohio "Sales and Use Tax Blanket Exemption Certificate" (Form STEC B) to vendor.
Oregon No state sales tax, but there is a lodging tax.
Rhode Island Must use T-card or direct billing. Provide Rhode Island "Certificate of Exemption" to vendor.
Texas Provide "Texas Hotel Occupancy Tax Exemption Certificate" to vendor for lodging. For all other purchases, provide "Texas Sales and Use Tax Exemption Certification" (signed by SFA Director of Procurement) to vendor.

Fraud and Ethics

SFA maintains policies regarding fraudulent or unethical conduct that establish examples of acceptable and unacceptable conduct as well as procedures and responsibilities for detecting, reporting and resolving instances of known or suspected fraudulent activity, and prescribe a coordinated approach toward investigation and resolution of fraudulent activity. Click Ethics for more information.

Prevailing Wage Complaint Procedures

Complaints, including a complaint by a worker, concerning an alleged violation regarding payment of prevailing wage rates at the rates stipulated by the contract shall be directed to the SFA Physical Plant Director who shall make an initial determination as to whether good cause exists to believe that the violation occurred. This determination will be made within 30 days of the receipt of the information. Stephen F. Austin State University shall not make a final payment to the vendor if any complaint is pending.

Physical Plant Director
P.O. Box 13031
2104 Wilson Drive
Nacogdoches, TX 75961
Fax: 936-468-4446

The complaint must include the name of the aggrieved party, their employer, the name of the project, the rate of pay, the worker's contact information including address, phone number and email, and supporting information relating to the reason for the complaint. Within 30 days the worker, the contractor and subcontractor, if applicable, will be notified of the determination. If Stephen F. Austin State University determines good cause exists to believe that a violation has occurred it will retain any amount due under the contract pending a final determination of the violation.

If the contractor or subcontractor and any affected worker do not resolve the issue by agreement before the 15th day after SFA makes it initial determination, the issue shall be submitted to binding arbitration in accordance with the Texas General Arbitration Act (Article 224 et seq., Revised Statues) per Texas Government Code 2258.053 - 2258.055.