Documents

• ACH (Direct Deposit)
  • Authorization Form
  • Payment Destination Confirmation Form
• Purchase Voucher (via the Dynamic Forms User Portal)
  • Step-by-step guide
• Substitute W-9
  • Substitute W-9 Form
  • Instructions

Also see Office of the General Counsel website, Forms and Contracts, for university-approved contract templates.

• Collegiate Licensing and Internal Suppliers
  • License Type Quick Reference
  • Internal Campus Supplier
  • Collegiate Licensed Vendors (retailers)
• Contract Summary (Submit information in JacksBuy [Jaggaer] under Contracts 🡒 Request Contract)
• HUB Mentor-Protégé Program sample agreement
• Insurance Certificates List
• Insurance Requirements

• Funds that can be used for Discretionary Purposes
• Guidelines for Expenditures from University Funds
  • Guidelines for Expenditures from University Funds - Summary Chart
  • Gifts, Prizes and Awards - Summary Chart
• Guidelines for Expenditure of Higher Education Funds (HEF)
• Space Modification or Design
  • Frequently asked questions
  • Project phases
  • Steps involved and what to expect
• Voluntary Product Accessibility Template (VPAT®)
  The Voluntary Product Accessibility Template® is a tool used to document a product's conformance with accessibility standards. The VPAT® is provided by the Information Technology Industry; more information is available on the ITI website.

• Exception Request Form
  This form must be approved by the P-Card Coordinator prior to a purchase that is not within P-Card purchasing guidelines (previously the P-Card Exception Approval Form)
• Food Form
  Tool to help document food purchases
• FY27 Transactions Requiring FY26 Funds
• Transaction Summary Template
  A template for departments to utilize for P-Card purchases
• Use Form
  Used to document the cardholder's willingness to allow another person to use his/her card and understanding of the cardholder's responsibilities; must be completed and submitted to the P-Card coordinator before allowing someone else to use the card

• Adjustment of Livestock
  Must be used to adjust the value of livestock or report the death of livestock
• Change in Equipment Manager Certification of Physical Inventory (Department Head)
• Documentation of Sale or Trade of Livestock
  Must be submitted the next working day after the sale or trade of livestock, or as soon as practicable thereafter
• Expenditure/Revenue Transfer Request
  To be completed by the department when transferring property to another department for a charge
• Missing, Stolen or Damaged Property Report
  Must be completed and submitted to the Office of Procurement and Business Services within 24 hours of property being reported missing or stolen.
• Property Custodian Termination or Transfer Certification of Property Inventory
• Property Transfer Form
  • Department to Department
    To be completed and submitted to the property manager for any property being transferred between departments. If you have more items than the form allows, contact the property manager for further instruction
  • Department to Surplus
    Follow the instructions on the form to transfer property to our location at 2124 Wilson Dr., Nacogdoches, Texas 75962. See Surplus Property.
• Removal of Property from Campus Request
  Must be completed and submitted to the property manager when university property is being removed from the campus; time frame may be up to one year. Must be resubmitted at the beginning of each fiscal year.
• Salvage Property Request
  To be used to obtain approval and document that property is being cannibalized or discarded

• Computer Purchase and Replacement
  • Computer Purchase and Replacement Procedures
  • Current Quotes on Frequently Ordered Dell Products
  • Minimum Computer Standards
• Exclusive Acquisition Justification (Sole Source/Sole Product)
  • Form
    To be completed and submitted to the purchaser when a purchase requisition is submitted for a good or service without either brand or vendor competition
  • Justification Procedure
• Purchase Order
  • General Terms and Conditions
  • Receiving Form
    Accessible via mySFA ("PO Receiving" button);
    To be completed and submitted immediately upon receipt of goods or services ordered by procurement with a purchase order.
• Purchase Voucher

• Tax Exempt Cards
  • Dollar General
  • Dollar Tree
  • Family Dollar
  • Hobby Lobby
  • Walmart
• Texas Tax Exemption Letter
  Open letter to vendors citing SFA's tax exempt status; no tax exempt number
• Texas Hotel Occupancy Tax Exemption Certificate
• Texas Sales and Use Tax Exemption Form
  The Texas Sales and Use Tax Exempt form should meet the needs of any vendors who will not accept the "Tax Exempt Letter." This form neither includes nor requires a tax exempt number to be valid.

• Calculators
  • Airbnb Lodging Calculator
  • Currency Exchange
  • Lodging Exceeds
  • Point-to-Point Odometer Log
    • For travel prior to Jan. 15, 2026
    • For travel on or after Jan. 15, 2026
  • Vehicle Cost Comparison (rental vehicle vs. personal vehicle)
    • For travel prior to Jan. 15, 2026
    • For travel on or after Jan. 15, 2026
• Car Rental
  • Best Practices
  • Motor Vehicle Rental Tax Exemption Certificate
  • Rates - Avis/Budget, Enterprise
  • Toll Statements (find your toll statements from rental car agencies)
• General Services Administration Per Diem Rates
• Guidelines
  • International Rules and Guidelines
  • Travel Guidelines
• International Travel Checklist
• Meals and Lodging
  • Meal Money Sign-Up Sheet
• Prospective Employee Travel Expense Worksheet
• T-Card
  • T-Cardholder/Banner User Agreement
  • Citibank Cardholder Dispute Form (see P-Card)
  • Documentation and Problem Resolution Form
  • Exception Approval Form
  • Use Form
• Travel Voucher