Supplier Information
Everything you need to do business with TCU, including: PO terms, supplier registration, solicitation bids, insurance requirements, payment terms and tax information.
Interested in Doing Business with TCU?
Vendors interested in doing business with TCU who have not been contacted by a TCU department for a specific good or service can submit their information via a registration form for TCU to consider for future procurement opportunities.
Interested Supplier Form
Submit your information via this form to TCU for consideration.
How To: Complete the Interested Supplier Form
Step-By-Step Instructions for completing the form.
Interested Supplier FAQs
Answers to common questions about the form and submission process.
Supplier Registration Process
TCU uses a Supplier Portal for suppliers to complete their registration information. Supplier registration is separate from any insurance verification process that may be required when providing services or negotiating a contract with TCU.
If TCU is actively seeking to do business with you, the TCU department purchasing your goods or services will initiate a request with the Supplier Desk to send a Supplier Portal invitation to the email address you provide.
Step-By-Step Instructions
- Companies: Registering as a company.
- Domestic Individuals: Registering as an individual located within the United States.
- International Individuals: Registering as an individual located outside the United States.
Insurance Verification
If insurance verification is required for your work with TCU, you will receive a separate invitation to TCU’s insurance verification portal. This process is separate from supplier registration.
Tax Exemption, W-9s & W-8s
TCU is a 501(c)(3) non-profit corporation, established in 1873 and incorporated in Texas in 1889. As a private educational institution, it is exempt from paying sales tax in Texas, Illinois, New Jersey, and New York.
Hotel Occupancy Tax Exemption — The exemption applies only in Texas and only to the state portion of the hotel occupancy tax. Travelers are responsible for any city, county, or other applicable portions of the tax.
U.S. suppliers should complete Form W-9 to provide their taxpayer identification number (TIN) and applicable tax certifications.
The IRS defines a U.S. person as an individual citizen, partnership, corporation, company, association created in the U.S., a non-foreign estate and/or a domestic trust.
Foreign suppliers must provide the appropriate Form W-8 to establish their foreign tax status. Only one W-8 form should be completed. Select the form appropriate to your organization or individual status.
| Form | Entity | Instruction Guide |
| W-8BEN-E | Foreign Entities | IRS Instructional Guide |
| W-8EXP | Foreign governments & certain foreign organizations | IRS Instructional Guide |
| W-8BEN | Foreign Individuals | IRS Instructional Guide |
Completed and signed W-8 forms should be returned to your TCU contact as part of the supplier creation process.
Questions about which tax form to use?
Please consult your tax advisor or the Internal Revenue Service. TCU cannot provide tax advice.
Terms & Requirements
TCU has specific requirements for doing business with the University. Information about invoice requirements, insurance, Purchase Orders, and payment terms is provided below.
Suppliers should only invoice TCU for items that have been shipped or services that have been provided. Invoices are to be provided directly to the department within TCU that is doing business with the supplier.
Invoices must include a unique invoice number and the TCU Purchase Order number, if applicable.
- The following information must be included on invoices:
- Supplier payee name and remit address
- Bill-to/ship-to information for TCU
- TCU contact or department information
- Purchase Order or Contract number, if applicable
- Payment terms (Net 30, unless otherwise specified by a contract)
- Invoice number
- Invoice date
- Clearly identified invoice total
- Separate line-item charges and a brief description of each item or service
- Sales tax, when applicable — see TCU is Tax Exempt above for more information.
See Invoice Number Formats for recommendations on invoice numbering.
Example Guide: Good vs. Bad Invoices
TCU has specific insurance requirements for suppliers performing services or otherwise conducting business with the University.
When insurance verification is required, the process is completed through a separate portal from supplier registration.
Whether a Purchase Order is required for goods or services is determined by TCU's Procurement Policy. Items identified in Appendix B under “Non-Procurement/Payment Request” do not require a Purchase Order.
TCU's standard payment terms are Net 30. This means TCU has 30 days from the invoice date to make payment, unless different payment terms are specified by a contract.