Texas Tech University

 

Procurement Dictionary

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Link (Title) Description Categories (Comma Separated)
Robotic process automation (RPA) The use of automated software tools by TTU Procurement Services and Finance to perform repetitive, rules‑based business processes (such as invoice processing or data entry) to improve efficiency, accuracy, and compliance.  
FOP/FOAP

 TTU’s accounting structure used to track financial activity. FOP = Fund, Organization, Program. FOAP = Fund, Organization, Account, Program. All purchases and travel must use a valid FOP/FOAP with sufficient funds.  
Business travel account (BTA) A centrally billed airfare account used to purchase airline tickets for official TTU travel instead of reimbursing the traveler.  
SWABIZ Southwest Airlines’ business travel portal used by TTU to book airfare in compliance with university travel contracts and policies.  
Punchout A TechBuy feature that allows users to shop directly on a contracted vendor’s website while returning the cart to TechBuy for approval and purchase processing.  
Conflict of Interest (COI) A situation in which an employee’s personal or financial interests could compromise, or appear to compromise, impartial decision‑making in TTU purchasing or contracting.  
Travel Exception form A form used to request approval for travel arrangements or expenses that do not meet standard TTU or State of Texas travel requirements.  
Intended Use of Technology (IUT) form A required justification for purchasing technology‑related goods or services, documenting the business purpose, use, and compliance considerations.  
Fiscal Year TTU’s fiscal year runs from September 1 through August 31 and governs budgeting, purchasing, and reporting deadlines.  
Travel Advance Card (TAC) A temporary, declining‑balance credit card issued for approved group or special travel expenses to avoid out‑of‑pocket costs.  
Prepaid advance Payment issued by TTU prior to an event or travel to cover approved expenses such as airfare, lodging, or registration fees.  
Cash advance Funds issued to a traveler before travel when other payment methods are not feasible; must be reconciled after travel.  
Pre‑approval Required authorization obtained before committing TTU funds for purchases or travel to ensure compliance with policy.  
Food form A Request for Food or Entertainment Expenditures form documenting business purpose, attendees, and funding source for food purchases.  
Non‑compliant A transaction that does not meet TTU, System, or State of Texas policies and may result in denial or correction.  
Appropriated funds Funds allocated by the Texas Legislature that are subject to stricter state rules and limitations. 11, 12, 13, and 14 are state funds.  
Best value A procurement standard that evaluates overall value to the university, including price, quality, delivery, and vendor performance—not just lowest cost.  
Encumbrance / encumbered funds Funds reserved when a purchase order or contract is issued, reducing available balance until payment or release occurs.  
Encumbrance Release The process used to reduce or remove encumbered funds when a purchase order or contract is closed, cancelled, or partially fulfilled, returning unused funds to the original FOP/FOAP for reuse.  
Change request A formal request to modify an existing purchase order or contract, such as amount, scope, or funding.  
Standing order A purchase order set up for recurring purchases over a defined period of time.  
Justification for exclusive acquisition (JEA or Sole Source) Documentation required when only one vendor can provide the needed goods or services and competitive bidding is not feasible.  
Solicitation Request A formal request initiated through Procurement Services to obtain competitive pricing or proposals from vendors.  
Bid limit The dollar threshold that determines when competitive bidding or formal solicitation is required.  
Office of General Counsel (OGC) The TTU System office responsible for legal review and approval of contracts and agreements.  
Certificate of Insurance (COI) Proof provided by a vendor showing required insurance coverage is in place before work begins.  
Request for proposal (RFP) A competitive solicitation process evaluating vendors based on best value, qualifications, and proposed solutions.  
Journal voucher (JV) Records supporting a purchase, such as quotes, approvals, contracts, and receipts, maintained for compliance and audit purposes.  
Purchase documentation Records supporting a purchase, such as quotes, approvals, contracts, and receipts, maintained for compliance and audit purposes.  
Cost transfer The reassignment of an expense from one FOP/FOAP to another with appropriate approval and justification.  
Non‑catalog A TechBuy requisition for goods or services not available through hosted or punchout catalogs, requiring additional documentation.  

Procurement Services

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