[Moderate revision–posted 1/20/26 (replaces 5/1/17 edition)]
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Operating Policy and Procedure

OP 62.02: Notary Appointments

DATE: January 20, 2026

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to establish institutional policy for notary public appointments when such services are required by Texas Tech University or a particular department.

REVIEW: This OP will be reviewed every two years after publication by the Chief Accounting Officer and Controller and the Assistant Vice Chancellor and Risk and Compliance Officer with substantive revisions forwarded through administrative channels to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  General

a.    A Texas Notary Public is a public servant commissioned by the Secretary of State. New and existing appointees should review and understand eligibility requirements and other important information available on the Texas Secretary of State website. To become a notary public in Texas, a person shall be at least 18 years of age and a resident of the State of Texas. In addition, the applicant must not have been convicted of a felony or crime of moral turpitude (theft, various misdemeanors).

b.    The Secretary of State Office runs background checks on all notary applicants.

c.    As of September 1, 2002, state employees designated by a state agency to be a notary public are no longer required to purchase a notary bond (House Bill 1203). All other notary regulations must still be followed.

d.    The State of Texas provides defense and indemnification to state employees for damages, attorney’s fees, and court costs adjudged against them when the damages are based on an act or omission in the course and scope of the person’s employment (Civil Practice and Remedies Code Section 104.001).

e.    The information in this OP was taken from the Texas Secretary of State website and the State Office of Risk Management (SORM) website. Any changes in statutory requirements will be posted on such websites and supersede this OP. Answers to frequently asked questions regarding the responsibilities and duties of a notary can be found on the Texas Secretary of State Frequently Asked Questions page.

2.  Process for New or Renewal of State Employee’s Notary Commission without Bond

a.    Complete the special application, Application for Appointment as a Texas Notary Public—No Bond (SORM Form 2301-NB), for state employees who will not be providing a notary bond. This form can be completed online through the Texas Secretary of State SOS Portal as outlined on the SORM website.

b.    Read and complete the State Employee Notary Acknowledgement Form (SORM Form 203) through the SOS Portal.

c.    Send the following (all three items must be received at one time) to State Office of Risk Management, Bonds and Insurance Section, P.O. Box 13777, Austin, TX 78711-3777.

(1)    Original completed application;

(2)    Original completed acknowledgement form; and

(3)    Proof of employment.

Acceptable proof of employment may be payment by the state agency or institution of higher education. Payment/proof of employment can be:

(a)    If paying from state appropriated funds, either:

i.    A copy of an interagency transaction voucher (ITV) verifying the pre-payment, transfer of the applicable filing fee (RTI#307200, COBJ-7210, and TINS#33073073075000) from the applicant’s agency to the Secretary of State with the employee’s/applicant’s name in the USAS transaction description; or

ii.    A state warrant payable to the Secretary of State.

(b)    If paying from non-appropriated funds, a state agency/university must submit payment via credit card, as the Secretary of State no longer accepts checks as part of the modernization effort.

d.    Please anticipate a minimum of 30 days to process the application.

3.  Notary Stamp

A special notary stamp is required for a notary without bond. The stamp must show “Notary without Bond” below the bottom border of the notary stamp.

4.  Other

a.    If the notary’s name changes before his/her commission’s expiration date, the Application for Change of Name as Texas Notary Public Without Bond (SORM Form 2305-NB) should be completed. This form can be found on the SORM website. Forward the application along with the applicable fee payable to the Texas Secretary of State Office as outlined on the form instructions.

b.    For more information regarding notaries public, please refer to Texas Administrative Code, title 28, Part 4, Chapter 252, Subchapter E.

c.    Contact the Texas Tech University System Office of Risk Management for any additional assistance in contacting SORM or for any additional assistance with equipment.

OP Categories

• 01 Chancellor
• 02 Development
• 04 Audit Services
• 10 President
• 30 Academic and Student Affairs – General
• 32 Academic Policies – Faculty
• 34 Academic Policies – Students
• 36 Academic Programs
• 40 Institutional Compliance
• 48 Communication Services
• 52 Information Technology
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• 62 Financial and Accounting
• 63 General Services
• 64 Graduate Programs (Faculty and Students)
• 65 Research Accounting
• 66 Libraries
• 67 Mail Services
• 68 Communications and Marketing
• 69 Payroll and Tax Services
• 70 Human Resources
• 72 Purchasing, Contracting, and Payables
• 73 Data Management
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• 75 Research Security
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• 77 Student Services and Registrar
• 78 Traffic and Parking
• 79 Travel
• 80 Vehicles