Texas Tech University

TechBuy Guidelines for the TTU Limited Engagement Form

The following guidelines are intended to provide assistance for individuals entering requisitions for payees hired to perform short-term contractor work with a limited, predetermined scope in TechBuy. Its purpose is to provide an expedited approval process in lieu of a full Independent Contractor Questionnaire (ICQ) review, while still verifying that the payee meets the criteria of an independent contractor rather than an employee. Payees can forgo the completion of the ICQ if the payment is for one-time services.

1. In the Vendor (Payee) Information Section:

  • If the individual is already an active payee in TechBuy you can search for the payee’s name or company name in the Existing Supplier field. For existing suppliers providing the last four digits of the payees Social Security Number is not required.

Screenshot of the vendor information section in the TechBuy Limited Engagement Form if the supplier is an existing supplier in the system.

  • If this is a brand-new payee, select the option to enter manually. Fill in all the required information and provide the last four digits of the payees Social Security Number.

Screenshot of the vendor information section in the TechBuy Limited Engagement Form if the supplier is a new supplier in the system.

  • Specify whether the payee is a U.S. Citizen or Green Card Holder. 
    • Note: If they are not a U.S. Citizen or Green Card Holder, you will need to complete the TTU Non-Catalog Form Master.
  • Specify whether the payee has been employed during the past 12 months by TTUS, TTU, TTUHSC, or TTUHSC EP. If they have been paid as an employee during the past 12 months, you will need to pay the individual through EOPS. 
  • Provide the country where the services will take place when performed by the payee. 
    • Note: If it is a virtual service specify where the payee will be located when the services are performed. 
  • Enter the numerical number of hours for services performed by the payee. 

Screenshot of the Limited Engagement Form in TechBuy where users need to fill out the details of the vendor's services, including if the payee is a US Citizen or Green Card holder, if the vendor has been employed with TTU/TTUS/TTUHSC/TTUHSCEP in the previous 12 months, if the service will be performed outside the US, and what number of hours the service will be require.

2. In the General Form Information Section:

  • Select the box(s) that indicates the limited, predetermined scope of work the payee is performing to receive the exception from the ICQ requirement. This is an either/or option. 
    • To qualify as a one-time, short-term engagement the payee must satisfy all the requirements in 1a – 1e. If they do not meet these criteria you will need to complete the TTU Non-Catalog Form Master.  
    • To qualify as a guest speaker/lecture the payee must satisfy the requirements outlined beneath the second box. If they do not meet these criteria you will need to complete the TTU Non-Catalog Form Master.

Screenshot of the General Form Information required for the TechBuy Limited Engagement Form. The supplier must meet all requirements of section 1, including: be free from any TTU control and direction in the performance of the service, the service must be outside the usual course of business for TTU, the vendor must be engaged in an independently established trade, occupation, or business, the total payment may not exceed $2500 per engagement and a maximum of $5000 per calendar year, and the period or scope of work must be less than 90 calendar days. Alternatively, this form is appropriate if the vendor is a guest speaker and the payment is one-time and less than $2500.

3. In the Project/Event Details Section:

  • Provide the amount to be paid. 
  • For the Quantity Section you can input “1”.
  • Briefly describe the services being provided by the payee, where and how the services are being performed (in-person, virtually, etc.). 
  • Select the Project Start Date and Project End Date for the duration the payee will be performing services for the university.

Screenshot of the TechBuy Limited Engagement Form, outlining what fields must be filled out. These include: Payment Amount, Quantity, Description, Start Date, and End Date for the Services/Project.

  • Once all the sections are complete you will select “Add and Go to Cart” in the top right-hand corner.

Screenshot depicting the Add and Go to Cart button in TechBuy

  • Review the information you have provided in the “TTU Guest Speaker / Limited Engagement Form.” 
  • If you receive information about needing to make corrections in the Summary area, you must address these before Proceeding to Checkout. 
    • If they are not a U.S. Citizen or other U.S. Person, you will need to complete the TTU Non-Catalog Form Master.

Screenshot illustrating a sample error you might receive when trying to submit the form. This error occurs when the vendor is foreign, which is not allowed on this form type. 

      • If the payee receives more than $2,500 per engagement and a maximum of $5,000 per calendar year, you will need to complete the TTU Non-Catalog Form Master.

Screenshot illustrating a sample error you may receive when submitting this form. This error occurs when the payment amount is listed as more than $2500.

Procurement Services

© 2026  Texas Tech University Nov 5, 2025 11:30 AM