Publications

Agencies may not use appropriated money to publish a periodical or other publication, unless the cost is reimbursed with revenue generated from the sale of the publication, if the publication is:

• Intended for use by the general public;
• Generally informational, promotional or educational; and
• Not essential to the achievement of a statutory objective of the agency.

The following periodicals and/or publications are not subject to the above requirements:

• Texas Highways magazine
• Texas Parks and Wildlife magazine
• Publications of the Texas Commission on Alcohol and Drug Abuse
• Annual reports and other materials required by law, the content of which includes only topics provided by law
• Compilations of statutes or rules
• Newsletters
• Attorney general opinions, advisories and decisions
• Comptroller's office opinions, revenue forecasts and fiscal analyses

A state agency may not use appropriated money to publish a periodical or other publication if it prominently displays the name or picture of an appointed officer or statewide elected official. The only exception to this restriction is the Texas Department of Transportation’s (TxDOT) Official State Travel Map.

Unless an agency charges a fee to make up the cost of publishing, an agency can not use appropriated money for the following:

• Enamel-coated, cast-coated, or dull-coated printing stock.
• A publication with an average of more than one picture for each two pages or 50 percent of the publication.

Exceptions to this restriction can be found in Subchapter C of the Government Code.

A state agency that distributes a publication with a person’s photograph or displays the name of a person in large type or on a repetitive basis must retain a copy of the publication in the agency’s files.

State agencies using appropriated money to publish free periodicals quarterly or less frequently, must insert an annual notice stating that anyone wishing to receive the periodical must request it in writing.

State agencies using appropriated money to publish a free periodical more frequently than quarterly must insert the notice annually in three consecutive issues of the periodical. The agency may provide future issues of the periodical only to persons who have requested it.

Within 120 days of an election in which the office of the head of a state agency will be filled, appropriated money may not be used for a publication relating to that agency’s activities or legal responsibilities.

See also: Publicity of Individuals or State Agencies.

Sources [+]

Libraries and Archives specification

Agencies that contract for printing services must furnish to the Statewide Procurement Division (SPD) of the Comptroller’s office a receipt of the publications list form or a written waiver from the state librarian exempting the publication.

Texas State Publications Depository Program

Documentation Requirements [+]

Sources [+]