Procedures for Processing Non-Compliant Invoices

Except as allowed by the Purchasing Card OP and the Direct Pay OP, the ordering of products or services before the purchase order being issued is considered an obligation without authority and a violation of the Purchasing Operating Policies.

If an employee has obligated the institution without prior authority to do so, a notification will be sent to the employee who submitted the non-compliance form described below, as well as to the respective fund manager. A regular report of non-compliant purchases will also be sent to the appropriate Vice President or Dean.

Non-Compliant Invoice Handling Procedure

To submit a TechBuy requisition for a non-compliant purchase, the employee should complete the TechBuy “Non-Catalog form” and select “add and go to cart” from the drop-down menu. Before submitting the requisition, the following must be included:
(Note: Failure to provide the following will cause the requisition to be rejected.)

• A completed Non-Compliance Form, signed by the person who obligated the institution without authority or someone administratively superior to them, must be electronically attached to the requisition. Purchasing will not accept Non-Compliant Requisitions without this signed form attached. This form can be found at the Purchasing Department website: Non-Compliance Form

Once the requisition is processed and a purchase order number has been assigned, please record the PO number on the original invoice, attach it to the PO comments, and add Accounts.Payable@ttuhsc.edu as an email recipient. Receiving must be completed in TechBuy using the date the goods were received or the service was provided. DO NOT send the invoice to Purchasing.

Reporting of Habitual Non-Compliance Offenders

The following process will be followed for employees who have three (3) or more non-compliant requisitions during a contiguous ninety (90) day period.

1. Employees with three (3) or more non-compliant orders within a ninety (90) day period will be notified that they are in violation of the non-compliance policy.
2. Employees who continue to violate the non-compliance policy after the first warning will have their immediate supervisor or departmental administrator notified, with a copy to the department head, of the continued violation of the policy, and that further violations will result in loss of or suspended TechBuy access.
3. Employees who have been notified in step 2 above and who continue to violate the non-compliance policy will have their TechBuy access suspended. They will be notified of the actions required to have their suspension lifted and regain access to TechBuy by the Purchasing department.
4. An employee who has been reinstated after suspension in step 3 above, who further violates the non-compliance policy, will be permanently barred from using the TechBuy system.