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We reduce expenditures via discounts, buying groups, partnerships with merchants and use of the PCard; increase productivity by providing departments with the tools and information they need to make informed and cost effective purchasing decisions and provide operational services that save money, model excellence and serve as an example to our students.

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Services

PCard

The p-card is a privilege granted to faculty and staff, which must be used in a responsible and appropriate manner. Fraudulent misuse of the card or policy disobedience will result in card suspension, financial restitution, and/or other disciplinary actions set forth under university policy.

Learn More about the PCard

Procurement Services

  • Offering purchasing services to all departments to obtain goods and services at an optimum combination of prices, quality, and timeliness. Reducing expenditures via discounts, co-operative networks, and partnerships with merchants.
  • Increasing productivity by providing departments with the tools and information they need to make informed and cost effective purchasing decisions.
  • Providing a variety of purchasing services for the ACU community from issuing purchase orders to completing credit applications, assisting with vendor selection, and resource assistance.
  • Administration of main agreements and maintain accounts, such as Copy Machines, Shipping, Vending, and Beverages.

Purchasing Orders

The following are the procedures and payment options when making purchases on behalf of ACU:

  • Use a university purchasing card (PCard) in accordance with PCard policies.
  • Prepare a Payment Request Form with the appropriate approval signatures and forward the form and related invoices to Accounts Payable for payment.
  • Enter a requisition in the purchasing system. A requisition will be transferred to a purchase order and sent to the vendor. Please use this option when the vendor requires a purchase order. When the vendor provides an invoice, an approval for payment must be documented by an appropriate approver other than the person who initiated the purchase order requisition. Instructions for approving and creating purchase orders are detailed in the “Purchasing with Banner Finance Manual.”

Shipping

FedEx Shipments 

  • All department FedEx shipments will be web-based. You will be able to process your own shipment from your desktop computer, using your ACU Purchasing Card.
  • If you need to be signed up for shipping access, please contact us at purchasing@acu.edu or 674-2246.
  • Package drop off is located in the McGlothlin Campus Center at the Mail Room counter.


UPS Shipments

  • All department UPS shipments will be web-based. You will be able to process your own shipment from your desktop computer, using your ACU Purchasing Card.
  • If you need to be signed up for shipping access, please contact us at purchasing@acu.edu or 674-2246.
  • Package drop off is located in the McGlothlin Campus Center at the Mail Room counter.

 

ACU Mail Services

Amazon Business

For more information, questions or problems contact the Purchasing Office, Sandra Hall at 325-674-2273 or email purchasing@acu.edu.

Contact Us

University Procurement Office
ACU Box 28202
Administration Building Room 320
Abilene Texas 79699
325-674-2246
purchasing@acu.edu

Hours
Monday to Friday

  • 8 a.m. to noon
  • 1-5 p.m.
  • noon to 1 p.m. closed

 

State Tax Exemptions

The state of Texas allows certain non-profit organizations exemptions from some state sales and use taxes. While there are a variety of myths circulating about the tax exemptions, the following information was taken from the Texas Comptroller of Public Accounts‘ publications.

The state of Texas does not assign non-profit tax exempt numbers. No number is required and no number of any kind may be used as proof of exemption from the sale or use taxes. The only state authorized way to claim the exemption is to submit the proper form to the vendor, which they are required to keep on file.

The number on the front of ACU’s purchasing card is ACU’s Federal Taxpayer Identification Number (used when ACU remits its employees’ federal income tax withholdings and Social Security taxes to the federal government). This number does not have anything to do with Texas state sale or use taxes or exemptions.

While some vendors will ask for the Texas Sales and Use Tax Exemption Certification form, others will want a “number” and will accept our Federal Taxpayer Identification Number. In any case, be sure to inform the vendor that the purchase is for a tax-exempt organization and supply the vendor with whichever they ask for. If the vendor did not get the proper form and gets caught, they will be responsible for the payment of the sales or use taxes.

ACU is exempt from state sales, excise and use tax on the purchase, lease or rental of a taxable item which relates to the purpose of ACU when ACU or an authorized agent of ACU pays for the item and provides the vendor a Texas Sales and Use Tax Exemption Certification form. The departmental buyer may complete and submit the form to the vendor.

The exemption cannot be claimed when purchasing taxable items of a personal nature, even though you receive an allowance or reimbursement from ACU.

If you are traveling on official business for ACU, you must pay sales tax on taxable purchases even when you are reimbursed for the actual expenses incurred.

ACU is not exempt from the sales tax on the purchase, rental or use of motor vehicles.

We are exempt from the state of Texas hotel occupancy tax when traveling on official business. ACU is only exempt from the state of Texas portion of the tax, you must pay any city or county hotel occupancy taxes that exist. To receive the exemption, submit a Texas Hotel Occupancy Tax Exemption Certificate form to the hotel or motel.

Each state has its own procedures for claiming tax exemptions. Some allow you to submit the Texas forms, others have their own forms or procedures. Your vendor should be able to help you with information about their state. As an alternative, you can contact the state department that is responsible for that state’s tax laws.