Procurement

RU Marketplace provides several forms for different purchase types: the Service Request Form (for services $50,000+ or restricted items, leases, and blanket orders), the Quick Order Form (for simpler purchases under $50,000 from contracted suppliers), and the PO Line Modification Form (for increasing or modifying existing purchase orders). Forms are found on the Marketplace home page or under Shopping > View Forms.

Only Word, Excel, and PDF formats can be attached as External Attachments. All other file formats will not submit with the PO. Internal attachments (such as the ICED form or Informal Bid Intake Form) follow the same format restrictions.

Every procurement request requires three things: (1) A Project # or GL string to charge the purchase to, (2) A Task # ??? if one is not provided, the default task will be used, and (3) The vendor must be enrolled in PaymentWorks and available in RU Marketplace. Without all three of these elements, the request cannot proceed.

To get a new vendor invited to PaymentWorks, send Avi the completed 'vendorDetails' form with the supplier's information filled out. Avi will then process the invitation through PaymentWorks on your behalf. Make sure all required fields are completed before submitting.

The vendor must update their own information by following these steps: (1) Log into PaymentWorks at https://www.paymentworks.com/df/accounts/login/, (2) Click 'Company Profile' in the top right corner, (3) Click 'Remittance address' on the left menu bar to update their mailing address, or navigate to the banking section to update bank account details, (4) Click 'Create New Address' and fill out the address fields, (5) When prompted, share the address with their customer (Rutgers). Bank account updates follow a similar flow through the Company Profile section ??? the PaymentWorks help article covers both remittance address and bank account editing.

Use the Service Request form for: service-based purchases $50,000 and over, any requests not allowed on a Quick Order form regardless of amount, leases, and blanket orders. For services below $50,000 from a University-contracted supplier, use a Quick Order form instead (unless the item is on the restricted list). At least one quote must be attached for Quick Order purchases.

Under $50,000: Any supplier may be selected; attach a completed ICED and SOW to the Service Request. $50,000-$249,999: Multiple bids, proposals, or quotes must be obtained; attach a completed Informal Bid Intake Form, ICED, and SOW. $250,000 or greater: A formal sourcing process (e.g., RFP) must be executed prior to submitting a Service Request; submit an RFX Intake Form or contact University Procurement Services. $50,000+ that cannot be competitively sourced: A Waiver of Bid Request must be submitted along with a completed ICED and SOW.

Select the Service Request Form from the Marketplace home page or under Shopping > View Forms. Select the supplier, then enter the type of service in the Product Description field (keep it concise; include the quote number if available). Add the required external attachments (SOW, quotes). Navigate to the top of the page and select 'Add and go to Cart' (or 'Add to Cart and Return' if additional lines are needed). Then click 'Proceed to Checkout' in the top right corner.

All requests for physical goods require a quote from the supplier. All goods purchases above $50,000 must include a waiver of bid. Make sure to include your room number in the appropriate section of the form. If the physical goods are from a punch-out vendor (such as Office Depot or Amazon) and no formal quote is available, then provide in the email a list of the desired item names, quantity, price, and item #/item code.

For punch-out vendor orders (such as Office Depot or Amazon Business) where a formal quote is not available, provide in your email the following details: desired item names, quantity, price per item, and item number or item code. This information serves as the equivalent of a quote for punch-out purchases. Note that punch-out orders cannot be modified after submission ??? if changes are needed, a new order must be placed.

If a purchase involves hardware, computer, or IT equipment, you must email Jonathan Thompson at jthompson@ifh.rutgers.edu before placing the order. His approval is required for all IT equipment purchases. Do not submit the order until you have received his confirmation.

Advertisements require going through the UCAM (University Communications and Marketing) ad review process. You must submit the ad for approval through the UCAM ad review process before purchasing. Exceptions to the ad review requirement include: Job Postings, Legal notices, Classified Ads in campus media, and IRB-approved advertising. Important: Job Posting Ads do not fall under the 'Professional Services' category and therefore never need an ICED form.

Print services require at least one quote from a preferred supplier. You can find the list of preferred print service suppliers on the Rutgers Procurement Services website. If a preferred supplier is not used, you must provide quotes from both a preferred supplier and the alternative supplier, along with an explanation of why the alternative supplier is being used instead.

Software does not require a Statement of Work (SOW) or Supplemental Statement of Work form, unlike other professional services. Software subscriptions and licenses get renewed via a new PO ??? they are not renewed through change orders. This means each renewal period gets its own separate purchase order rather than modifying an existing one.

Contracts for service engagements follow a 3-step review process by management before they can be approved. All services above $50,000 must include a waiver of bid, similar to goods purchases. Professional services such as consultants require a Statement of Work and ICED form (with the exception of suppliers within the ACE program/network, who do not need an ICED form).

For services that are not on the restricted professional services list and do not require a Statement of Work or ICED form, the only documentation needed is a quote from the supplier. This applies to general, non-specialized services that fall outside the categories listed on the Professional/Business Service Matrix. All the standard procurement prerequisites still apply: a project number or GL string, task number, and the vendor must be enrolled in PaymentWorks.

The following service types are NOT allowed via Quick Order and require a Service Request with SOW and ICED attachments: Accounting, Appraisal, Art Conservator/Curator, Consulting (business/environmental/financial/management), Copy Editing, Curriculum Development, Event/Meeting Planning, Graphic Design, Guest Lecturer/Speaker (non-honorarium), IT Services, Locum Tenens, Marketing Services, Medical Support Services, Patent Search, Performance/Entertainment, Photography, Professional Development Training, Search Firm, Social Worker, Staffing (temporary), Therapist, Translation, Videography, and Writing. Note: ICED forms are not necessary for suppliers under the ACE Process (Access to Communications and Marketing Experts).

The ICED (Independent Contractor or Employee Determination) form helps determine whether a proposed supplier is an independent contractor or a Rutgers employee, based on IRS control factors. It must be completed and evaluated prior to engaging professional service providers or guest lecturers. The proposed supplier completes the form, answering 17 questions about work control, schedule, benefits, expenses, and marketing of services. Suppliers with 1-4 full-time employees complete items 1-18; those with 5+ FTE skip to item 18 (Supplier Certification). Final determination is made by the University Tax Director. If classified as an employee, the engagement cannot proceed ??? contact University Human Resources instead. If the supplier is a nonresident alien coming to the U.S., they must be registered in the Glacier Tax Compliance Program.

The following services cannot be procured directly and must go through designated Rutgers units: Architect, Construction Project Management, Engineer, and Landscape Designer/Architect all go through Institutional Planning & Operations. Financial Auditor goes through Auditing Services. Legal Services go through the Office of General Counsel. Advertising goes through University Communications and Marketing (ICED form not required for advertising).

The SOW should be completed by the department and submitted as an external attachment to the RU Marketplace Service Request. It must include: names and contact information (phone and email) for Rutgers personnel responsible for accepting deliverables, the Rutgers Business Unit, names and contact information for the supplier's personnel performing services, a detailed description of services to be performed (including location), a detailed list of deliverables with milestones, total fee amount, and whether Rutgers agrees to reimburse supplier expenses. If expenses are reimbursed, the supplier must provide expense detail with original receipts in accordance with Rutgers travel and business expense policies.

Use the Supplemental SOW when changes are needed to an existing SOW. It must clearly outline: new dates if the engagement is being extended, changes and/or additions to services including any deliverables, and the revised fee (showing original PO amount + supplement amount = total). The form requires the Purchase Order number, Revised End Date, Rutgers Business Unit, and Supplier Name. Submit it as an external attachment to the RU Marketplace Service Request.

The Exhibit C Statement of Work for Assignment is used for temporary staff placements under a Master Service Agreement. The supplier completes it and submits to the requesting department. It must include: name of assigned individual, labor category, total estimated hours, estimated start/end dates, hourly bill rate, estimated total cost, and overtime rate. The scope must list main duties (not just a job title). The department must ensure the PO is adequately funded for the entire placement ??? failure may result in the individual being removed. Any modification of end date or hourly bill rate requires a PO Modification request and new SOW. NO placement should be extended without the supplier first receiving a revised PO. Either party may terminate with 15 days written notice.

The Informal Bid Intake Form is used for purchases in the $10,000-$149,999 range. Before completing it, check if the goods/services can be provided under an existing University contract (if yes, the form is not needed). Also check surplus equipment as an alternative. The form covers: bid solicitation summary, specifications (must be general, not brand-name-only), supplier diversity considerations (small, minority-owned, woman-owned, veteran-owned businesses should have maximum opportunity), and award justification. Any supplier who helped develop specifications should not be included in the solicitation. If selecting a non-lowest bidder, your decision must be based on scientific, technical, and/or economic reasons. Submit as an internal attachment in RU Marketplace.

A Waiver of Bid Request is required when seeking to procure goods or services $50,000 or greater in situations where competition is restricted or limited (precluding informal or formal bids/proposals/quotes), in accordance with University Policy 20.1.11. This form is NOT required if using an existing University contract. If in the informal bid range ($50,000-$249,999) with bids available, use the Informal Bid Intake Form instead. If in the formal bid range ($250,000+) with bids available, use the Sourcing Event Request Form instead. University Procurement Services must review the form PRIOR to issuance of any purchase order. Submit as an internal attachment in RU Marketplace.

Waiver of Bid Requests valued at $1 million or more, as well as the proposed contract, must be reviewed and approved by the Chief Procurement Officer (CPO), Chief Financial Officer (CFO), or the Board of Governors, in accordance with Policy 20.1.11. By submitting and approving the requisition with the waiver form attached, you certify that the information and justification has been thoroughly reviewed and is accurate.

Go to the myRutgers portal and search for 'Supplier Portal' to access PaymentWorks. Before sending the invite, discuss the appropriate payment and invoicing method with the supplier. Make sure the dropdown is set to 'Onboarding' and click 'Send Invitation.' All fields with asterisks are required ??? DO NOT choose N/A. Warn the supplier the invite may go to their spam folder. Status indicators: blue bars = in progress, yellow = issues/returns, red = rejected, green = complete. 'Approved & Sent' means Procurement has approved and email sent. 'Complete (w/Vendor #)' means fully onboarded.

The following payments should be processed through Non-PO Upload rather than inviting a supplier: Human subject payments to participants and the Principal Investigator, Special Government Payments, Non-employee refunds and Patient refunds, Non-qualifying scholarships (formerly stipends), Travel and Business Expense Reimbursement for Students and Non-Rutgers Visitors, Petty Cash (pending Accounting approval), Awards/Prizes, Royalties, and Legal Payments (OGC use only).

If the invitee is a non-US resident, they need to be set up through PaymentWorks as a Supplier. The department must submit a Check Request and International Wire Transfer for payment. If a person receives a Rutgers paycheck (including student workers, class 5 only), contact Payroll instead. For services from foreign entities, first ensure Rutgers can legally send money to that entity (check sanctioned countries and visa restrictions). Gross-ups for tax purposes on foreign suppliers are no longer permitted. Nonresident aliens must be registered in the Glacier Tax Compliance Program.

Rutgers partners with Bank of America and Bottomline Technologies to offer Paymode-X (ACH) electronic payments. To enroll, the vendor must be an active supplier registered through PaymentWorks, have a US-based bank account, be a legal business entity (individuals cannot enroll), and do business with Rutgers more than once. The process: (1) Submit the ePayment and eInvoicing Selection Form to Rutgers Procurement Services, (2) Rutgers emails the supplier with Paymode-X enrollment instructions and application link, (3) The supplier creates a Paymode-X account with legal business name, bank account details, and contact information, (4) Bottomline Technologies authenticates the account (may take a few weeks), (5) Supplier receives a confirmation email once activated. There are no enrollment or transaction fees. Standard payment term for Paymode-X is Net 45 days, but enrolling in both Paymode-X AND eInvoicing improves the term to Net 30 days.

Candex is a platform that facilitates payments between requisitioners and suppliers, particularly for small dollar or infrequent transactions. It streamlines purchasing from suppliers without traditional onboarding and allows suppliers to receive payment quickly. Approved categories: Athletics Game Day Services, Honoraria, Net (Print) Royalties, Patient Actors, and Travel (Non-employee). Payments to Rutgers employees are NOT permitted through Candex. No RU Marketplace wire forms are needed. Candex POs cannot be modified ??? they must be canceled and reissued (email support@candex.com for cancellations).

Use the Candex punchout in RU Marketplace. Enter a concise, searchable description (the supplier will see this on their payment notification). Do NOT use the Add Line-Item function for Candex categories. After completing the punchout, ensure your cart is accurate in RU Marketplace, then click 'Proceed to Checkout.' DO NOT edit the pre-populated commodity code field. Complete your Accounting Codes and add appropriate attachments as Internal Attachments: Athletics requires invoice with service/dates/total; Honoraria requires event flyer, ICED form, and offer of honorarium; Royalties require invoice; Patient Actors require invoice; Travel requires trip-related receipts. Then submit your requisition.

The Check Request Matrix defines different payment types with their account codes, required documentation, and rules. Key payment types include: Athletics Gameday Operations (account 55185), Awards/Prize for Non-Employees (account 69455, or 69456 for NRA), Honorarium (accounts 54130/54140), Hotel Room Reservation (account 56080), Human Subject Participant Payment (accounts 54160/55230), and Non-Qualifying Scholarships (accounts 61520/61560). Each type has specific documentation requirements and business rules that must be followed.

An honorarium is a one-time payment made to a non-employee for a special, non-recurring activity or event for which a fee is not legally or traditionally required, in a non-classroom setting. Key rules: the payment should NOT be negotiated; the sum is discretionary and should not be characterized as lost fees/wages or expenses; it cannot be used to pay independent contractors, consultants, or employees. Account codes: 54130 for US citizens/residents performing service in the US (54140 for NRA in US), or 55240 for NRA performing services outside the US. For NRA payments, complete the Payment to Foreign National Form and contact Tax Services first.

Awards/Prizes (Non-Employee): Cash award or prize to a student or non-Rutgers employee for achievement, performance, or competition. Account 69455 (69456 for NRA). Requires copy of award certificate or business justification. Note: employee awards must be paid via payroll. Non-Qualifying Scholarships (formerly stipends): Expenses such as room, board, travel, research, or living allowance for non-employees. Examples include undergraduate summer research grants, honors program grants, or STEM grants. Account 61520 (61560 for NRA). Critical: a non-qualifying scholarship payment shall NOT be in exchange for services rendered.

Hotel room reservations via check request are for visitors or students not on University Payroll, or for individual staff for a total of less than 10 room nights (e.g., 2 people x 2 nights = 4 nights). Preferred account code is 56080. Important: hotel contracts and deposits must go on a Service Request PO instead. Verify sales/occupancy tax status. If paid directly to the supplier in advance, use a Check Request. If an employee requests reimbursement, it must be processed through the Expense Management system (Concur), not a check request.

Use the Service Request Form in RU Marketplace. In the Product Description field, write: 'TO PAY INVOICE FOR CLOSED PO # XXXXXXXX. DO NOT DUPLICATE ORDER.' Use the Commodity Code 'Procurement Services Use Only - INV.' Put your Rutgers email address in the 'Email (HTML Attachment)' field and check that box ??? remove the fax or email address of the supplier. After completion, email the PO and invoice to rachrose@finance.rutgers.edu with the new PO number noted on the invoice.

Select the Service Request Form and choose supplier Ricoh USA Inc (p10209212). Enter the product description with: quote number, year of lease (with begin/end dates), lease length in months, machine model, monthly rate, B&W and color page allowances with overage rates. Use commodity code 'Copiers.' Year 1 amount must equal exactly 12 monthly payments. Years 2-4 (48-month) or 2-5 (60-month) must be on separate requisition lines with $1.00 placeholders, then modified later using the PO Line Modification Form to add funds. Set the Ship To address to the actual delivery location, not your default. For modifications: enter the current PO total (prior to invoices, not the $1.00 line amount), the increase amount, and the revised total must add up mathematically.

PO closes do not have to wait for invoices that are in 'Payable' status ??? only invoices that are in 'In Process' status must be resolved before the PO can be closed. If all outstanding invoices have moved to 'Payable' status, you can proceed with the close request.

If a PO is still active and valid but the project number has expired, you can create a new requisition with the same documents and include an internal note stating: 'Replacing PO [PO #] because project string has ended and the remaining amount will be moved over.' Attach the same supporting documentation (quotes, SOW, ICED, etc.) that was used for the original PO.

Yes, most POs can be reopened. POs typically close automatically when they are fully invoiced. The main exception is POs that were force-closed due to institutional procedures such as Fund100 closures (a fiscal year-end process where certain fund accounts are closed out) ??? these cannot be reopened and require a new PO. You can check the History tab on the PO to see why it was closed ??? usually the language will say something similar to 'fully invoiced.' However, POs should not be extended past 2 years from their original creation.

POs should not be extended past 2 years from their original creation date. If a PO needs to continue beyond 2 years, a new PO should be created instead. ICED forms are only valid for one year and must be signed within the current fiscal year ??? if a service engagement extends beyond one year, a new ICED form must be completed and submitted with the renewal or new PO. An ICED form signed in a prior fiscal year is not valid for a new engagement.

Retainer fees cannot be paid through the procurement system. Retainer fees are advance payments made to secure the availability of a service provider, which is not a permitted payment type under Rutgers procurement policies.

The following PO types cannot be modified after creation: (1) Quick orders, (2) Punch outs (such as Office Depot or Amazon orders), and (3) POs that are over 2 years old. If changes are needed to any of these, a new PO must be created instead. For punch-out orders specifically, if the order needs to be changed, the original must be canceled and a new order placed.

If a PO has been overcharged and the invoice has already been paid, you will need to work with the supplier to arrange a correction. The supplier can issue a credit memo, which should be submitted to accountspayable@finance.rutgers.edu. Alternatively, the supplier can issue a refund via wire transfer or check (referencing the original PO number). After the credit or refund has been fully processed, submit a change order to adjust or close the PO as appropriate. Contact your procurement coordinator for assistance with overcharge situations.

Convera GlobalPay Payee Manager is used for international wire payments. Enrollment is initiated via an email from payeemanageradmin@convera.com or a client-provided enrollment link. Steps: (1) Enter your email address, (2) Complete Beneficiary Contact Information (company/individual name, address, country, Tax ID), (3) Enter Enrollee Contact Information, (4) Create login credentials (username 6-50 chars, password 8-20 chars with uppercase/lowercase/number/special char), (5) Enter banking information using Find-A-Bank or manually, (6) Select payment method (Wire for fastest, ACH for least cost ??? ACH only available for AUD, CAD, EUR, GBP, HKD, NZD, NOK, USD, SGD), (7) Determine if intermediary bank is needed, (8) Accept service agreement and submit. Contact your bank to confirm if an intermediary bank is required for receiving US funds.

For all payments to nonresident aliens (NRA): complete the Payment to Foreign National Form and contact Anelia Dolan in Tax Services (andolan@finance.rutgers.edu) for review BEFORE submitting. NRA performing services in the US use account 54140 (honorarium) or 55230 (human subjects). NRA performing services outside the US use account 55240. Gross-ups for tax purposes on foreign suppliers are no longer permitted. Nonresident aliens must be registered in the Glacier Tax Compliance Program. Nonresident aliens paid more than $300 must be paid through RU Payroll and Tax Services. Always verify that the individual's visa category allows receiving University income before enrollment.

For international wire transfers invoiced in USD: (1) The vendor must have chosen to enroll in Convera/Western Union during their PaymentWorks enrollment. If they did not, contact ifhpurchases@ifh.rutgers.edu and provide the vendor name and email so enrollment can be arranged. (2) Provide an invoice for the payment amount. No additional currency conversion documentation is needed since the invoice is already in USD.

For international wire transfers invoiced in a foreign (non-USD) currency: (1) Provide an invoice that includes the supplier's address information, phone number, and bank information (see the International Invoice Template for all required fields). (2) Attach a screenshot of the currency conversion from Oanda.com showing the foreign currency being converted TO a USD amount ??? not the other way around. (3) Important recommendation: It is strongly recommended that the vendor enroll in Convera and use a USD invoice instead. Once the transfer goes through, they can choose the currency they wish to receive the money in. There are significantly more fees associated with sending a wire transfer in a foreign currency.

Domestic wire transfers require: (1) Sufficient justification for why the vendor requires a wire transfer and won't enroll in the other forms of payment Rutgers offers (check, ACH, or virtual card), and (2) An invoice. Domestic wire transfers are only approved in exceptional cases where the vendor has a legitimate reason for not accepting standard payment methods.

Pre-payments are used for purchases where payment is required before a service is completed or a good is delivered. Common examples include article publishing fees, where a journal won't get published until after payment is fully made. The request email must include an invoice with the PO number. If the pre-payment is for a PO that has not yet been created, mention in your email that the vendor requires pre-payment for its services or goods so this can be noted during PO creation.

A Business Associate Agreement is needed when there will be an exchange of protected health information (PHI) with the supplier. In the RU Marketplace requisition (under General section), check 'Yes' in the BAA field and attach the completed BAA form. This is a HIPAA compliance requirement for any supplier who will handle, process, or have access to protected health information as part of their engagement with Rutgers.

A Third Party Risk Assessment is needed when the supplier will use, process, transmit, store, or reproduce University data as part of their engagement. You must attach the completed TPRA form and obtain approval from OIT (Office of Information Technology) before proceeding. This ensures data security and privacy requirements are met for any external party handling University information.

Rutgers no longer uses the Professional Service Provider Agreement (PSPA). The preferred method of contracting is the issuance of a Rutgers Purchase Order, which incorporates the university's procurement terms and conditions and includes the appropriate SOW. Rutgers will consider executing a supplier's own contract, but the Service Request should be submitted 60 days in advance of the proposed start date to allow for contract review and execution. Wherever possible, procure services from suppliers with active Rutgers contracts ??? attach the contract via the 'select contract' hyperlink in the Service Request form.

Follow this order: (1) First check if the software is available through the RU Software Portal at software.rutgers.edu. (2) If unavailable through the portal, contact the vendor and invite them to enroll in PaymentWorks. After they are enrolled, send the quote to IFHPurchases@ifh.rutgers.edu for processing. (3) If the vendor will not enroll in PaymentWorks, email IFHPurchases@ifh.rutgers.edu requesting use of the PCard (fill out the PCard Request Form), with an explanation that the software is unavailable through other means. (4) If the PCard is unusable for any reason and you are willing to pay out of pocket, IFHPurchases will assist you by contacting Expense Exceptions to get reimbursement approval. Note: Software does not require a Statement of Work or Supplemental SOW form, and renewals are issued via a new PO, not a change order.

If a software vendor refuses to enroll in PaymentWorks, you have two fallback options: (1) Email IFHPurchases@ifh.rutgers.edu requesting use of the PCard (university purchasing card). You will need to fill out a PCard Request Form and include an explanation that the software is unavailable through other means such as the RU Software Portal. (2) If the PCard is also unusable for any reason, and you are willing to pay out of pocket, IFHPurchases will assist you by contacting Expense Exceptions to get approval for reimbursement.

Key gift card rules: (1) Gift cards may NOT be purchased on Grant accounts ??? any project number beginning with 8 is a grant account. (2) Individual gift cards cannot exceed $100 in value. (3) Once purchased, all gift cards must be tracked with the following data: gift card number, PO number the gift card belongs to, Patient #/Control #/Recipient for each card, denomination of each card, and purpose of the gift card being given to the receiver. (4) A Gift Card Clearing Sheet with all tracking information must be maintained and submitted.

All gift card purchases require: (1) A PDF invoice from the vendor, and (2) Completed Questionnaire for the Management of Funds forms. Additionally, you must maintain a Gift Card Clearing Sheet that tracks: PO number, gift card number, Patient ID/Patient #/Control #/Patient Name, gift card sender (the specific person who gave out or mailed each card ??? this is required for accountability), denomination, purpose of sending the card, date of participation/payment date, IRB Protocol # and IRB End Date (required for research-related gift cards to ensure compliance with the approved protocol timeline), and the grant to charge. The clearing sheet file should be named in the format: '[PROJECT NUMBER] Gift Card Clearing Sheet [DATE]' (e.g., '805320 Gift Card Clearing Sheet 1.10.24').

PerfectGift and Gift-o-gram are both approved vendors for ordering gift cards. To order from PerfectGift: (1) Set up an account by contacting Rutgers@perfectgift.com and requesting it be set up for you. (2) Log into the site and select the product you want, delivery method (physical or electronic), quantity, etc. (3) Submit the order to generate a PDF invoice. (4) Send the invoice to ifhpurchases@ifh.rutgers.edu for payment. Gift cards become available after payment is processed. For physical cards, shipping may be free if promo code 'Rutgers' is used. For electronic gift cards (e.g., for Zoom-based focus groups), choose the electronic option and the vendor will send you links/codes for distribution. If gift cards are needed urgently before your account is set up, contact your procurement coordinator ??? a backup account may be available for time-sensitive needs.

Cash payments for human subject research require the following documentation in your request email: (1) A Bill Head Form signed by the department approver, (2) Completed Questionnaire for the Management of Funds forms, and (3) If the awardee is a non-resident alien, a foreign national form must be completed. These payments are processed through procurement rather than through the standard payroll system.

When paying awards or prizes through procurement, your request email must include: (1) A description of the award or prize and how it supports the primary mission of the university, (2) A copy of the award certificate, notice of award, or some documentation (PDF copy of email, letter, or memo) detailing the business justification of the payment, and (3) If the awardee is a non-resident alien, a foreign national form must be completed. Note: Employee awards must be paid through payroll, not procurement.

Submit a service request for $1.00. Change the distribution address on the form to your email address. Select 'Yes' on the dropdown indicating you have documents requiring signature, and attach the document. In the notes section, explain what the form is and why you need procurement to review it ??? specifically that the supplier needs this form completed before they submit a credit memo. If the supplier is issuing a refund, you will still need this followed up by a credit memo or a wire so that the refund can be processed. For questions about this process, contact Christina Bello in procurement.

If a supplier is issuing a refund, the process depends on the payment method: For credit memos: The supplier submits the credit memo invoice to accountspayable@finance.rutgers.edu, just like a regular invoice. After the credit has been processed, you then submit a change order (close/cancel request) in the system to close your PO. Important: Wait until the credit is fully processed before submitting the close request. For wire refunds: A bank letter (a document containing Rutgers' banking details for incoming wire transfers) will be provided to you by procurement, along with the process for how to notify the controller's office of an incoming wire. For check refunds: The check should reference the original PO number.

If a supplier is paying a refund via check, the check should reference the original PO number and be mailed to: Rutgers, The State University of NJ ATTN Accounts Payable 33 Knightsbridge Rd Piscataway, NJ 08854 The supplier also has the option to pay the refund via wire transfer instead, in which case a bank letter and instructions for notifying the controller's office will be provided.

After a refund has been fully processed (whether via credit memo, wire, or check), you must submit a change order in the system to close your PO. This is done through a close/cancel request. Critical: Wait until the credit or refund is fully processed before submitting the close/cancel request. Submitting it too early may cause processing issues.

Honorarium payment requests must include: (1) Dates, business purpose, and location of the event, (2) Updated and latest ICED form ??? important: the supplier name on the ICED form must be the individual receiving the honorarium, NOT their business, as honorariums are only for individuals, and (3) A flyer, invitation, letter, email, or other corresponding documentation about the event. You can also add travel or expense reimbursements on a second line item on the same requisition as the honorarium, rather than creating a separate requisition.

Yes. You can add reimbursements on a second line item on the same requisition as the honorarium. This means you do not need to create a separate requisition for travel or expense reimbursements related to the same event ??? simply add them as an additional line item on the honorarium requisition. For example, travel awards (which are a set amount such as $200, not dependent on actual costs) can be combined with the honorarium on one requisition.

Membership dues requests must include: (1) A brief description of the organization that the unit is joining and how it supports the primary mission of the university, and (2) A copy of the invoice, dues receipt, or membership form. Important restriction: Membership dues cannot be charged to a grant account unless the membership has been specifically budgeted in the grant. This applies to any project number beginning with 8.

The Honorarium Request Form requires the following fields: Honoraria Receiver First Name, Honoraria Receiver Last Name, Event Date, Name of Event / Short Description of Event, Amount, and the receiver's Email address. In addition to submitting this form, you must also attach: (1) An updated and latest ICED form ??? the supplier name on the ICED form must be the individual receiving the honorarium, not their business, and (2) A flyer, invitation, letter, email, or other corresponding documentation about the event.

Student/visitor reimbursement requests must include: (1) Business purpose and description of services, (2) Invoice and/or receipts, (3) Credit card statements reflecting transactions, (4) Mileage and tolls forms if claiming travel-related mileage or toll expenses, and (5) If attending a conference/seminar, an agenda must also be provided. A Non-Employee Reimbursement Form must be filled out with the traveler's details. Critical: These reimbursements must be submitted within 30 days or they risk not being approved. Important: Direct deposit is for employees only ??? students and visitors may only receive payment via check.

Conference/seminar payment requests must include: (1) Seminar name, date, location, and name of attendees, (2) Copy of the completed registration form or invoice from the event, and (3) The conference/seminar agenda, pamphlet, or email describing the event. Submit all documentation to your procurement contact for processing.

Travel expenses for an invited speaker can be handled through multiple channels: (1) Hotel: Can be purchased via a PO by getting an invoice from a registered vendor such as the Heldrich. (2) Airfare: Can be booked via your Concur account on behalf of the speaker. You would then submit an expense report later to choose which project number will pay to reimburse the Rutgers AirCard ??? this is Rutgers' centralized corporate card that gets automatically charged whenever travel is booked through Concur, and the expense report is how you allocate the cost to your project. (3) Meals, ground travel, and other expenses: Can be reimbursed by sending the receipts and expense information (the same documentation you would provide for your own expense reimbursements) to your procurement contact, who will submit them through the procurement reimbursement process.

For temporary staffing engagements: (1) Follow the link to get the EXHIBIT-C Statement of Work form from Rutgers Procurement Services. (2) Request the vendor (staffing agency) to fill out the form with details including: name of assigned individual, labor category, total estimated hours, start/end dates, hourly bill rate, estimated total cost, and overtime rate. (3) Once completed, send the form to ifhpurchases@ifh.rutgers.edu for processing. The department must ensure the PO is adequately funded for the entire placement term.

The Non-Employee Reimbursement Form requires the following fields: Traveler First Name, Traveler Last Name, Travel Start Date, Travel End Date, Purpose of Travel, Amount, and the traveler's Email address. Along with the completed form, you must also attach: (1) Relevant receipts, mileage and tolls forms, credit card line items/statements, and proof of payments, and (2) If the reimbursement is for a conference, attach the conference agenda. This form is used for students, visitors, and other non-employees who need to be reimbursed for travel or business expenses.