Supplier Information
Everything you need to do business with TCU, including: PO terms, supplier registration, solicitation bids, insurance requirements, payment terms and tax information.
View the document below for information on TCU supplier registration process.
Suppliers must also complete and submit their W8 or W9 before an invoice can be paid.
TCU has specific requirements for suppliers doing business with the University. At the top of the document, special considerations are noted.
Suppliers should only bill for items shipped or services already provided. A TCU employee will attach the invoice and relevant documentation to the requisition.
Invoices should have a unique invoices number on each invoice. Invoices without unique invoice numbers will NOT be accepted. For recommendations on invoice numbers, see Invoice Number Formats
The following information MUST be on invoices:
- Supplier payee name and remit address
- Bill to/ship to TCU
- TCU contact
- Purchase Order or Contract Number
- Terms (Net 30, unless specified by a contract)
- Invoice Number
- Invoice Date
- Clearly marked invoice total
- Separate line item charges and brief description for each item or service
- Sales tax when applicable (see below for Tax Exemption Status)
TCU issues payment to suppliers using a Net-30 Day payment.
Purchase Order Terms and Conditions can be found on the TCU website.
All suppliers must have a Purchase Order prior to providing goods and services to TCU.
TCU is a 501(c)3 private education institution, and is exempt from paying sales tax in the states of Texas, Illinois, New Jersey and New York. Tax Exemption forms can be found on this page under "Sales Tax Exemption Forms".
The Hotel Occupancy Tax Exemption is valid only in the state of Texas and only for the state portion of the hotel tax. The traveler must still pay for city, county, and any other portion of the hotel occupancy tax.
The University is required to establish the tax status of entities with which it conducts transactions.
Please review the following links and complete and sign the Form W-8 appropriate to your organization. Instructions and forms are found at the following links. Only one form should be completed. The completed and signed form should be returned to your TCU contact to continue the supplier create process. Questions about which form to use should be directed to the US Internal Revenue Service or your tax advisor. Thank you for your cooperation.
Instructions:
- Select the Form W-8 appropriate to your organization (only one form should be completed)
- Complete and sign the Form W-8
- Return signed form to your TCU contact to continue the supplier create process
W-8 Forms (select one):
- W-8BEN-E Certificate of Entities Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities): form at https://www.irs.gov/pub/irs-pdf/fw8bene.pdf and instructions at https://www.irs.gov/pub/irs-pdf/iw8bene.pdf
- W-8EXP Certificate of Foreign Government of Other Foreign Organization for United States Tax Withholding and Reporting: form at https://www.irs.gov/pub/irs-pdf/fw8exp.pdf and instructions at https://www.irs.gov/pub/irs-pdf/iw8exp.pdf
- W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals): form at https://www.irs.gov/pub/irs-pdf/fw8ben.pdf and instructions at https://www.irs.gov/pub/irs-pdf/iw8ben.pdf
Questions on the forms?
Please consult your tax advisor or the Internal Revenue Service: https://www.irs.gov/help
Suppliers may utilize the IRS fillable W-9 form online. Suppliers should use Form W-9 to request the taxpayer identification number (TIN) of a U.S. person (including a resident alien) and to request certain certifications and claims for exemption.
The IRS defines a U.S. person as an individual citizen, a partnership/corporation/company/association created in the U.S., a non-foreign estate and/or a domestic trust.
None at this time.
For supplier-related questions, email procurement@tcu.edu.