Tools and Reports

Procurement Services Help Desk Intake Form

Procurement Services Help Desk Intake Form

Procurement Services consists of 3 areas at Rutgers University, Accounts Payable, Expense Management, Procurement, and RBHS-TCM (Medical School)

Procurement Services can be reached through their Help Desk Intake Form

+ - Help Desk Intake Form Click to collapse

The Help Desk Intake form is the primary contact for Procurement Services. This form is to be used by Rutgers Employees and vendors if there are any questions. Help Desk Intake Form
The Intake Form will ask you for Contact Information, Net ID, Campus Location, and to select the area of your inquiry:
- Accounts Payable
- Expense Management
- Procurement
- RBHS-TCM

+ - Accounts Payable Intake Form Click to collapse

Accounts Payable is the section of Procurement Services that is responsible for processing invoices for vendors, non-payroll payments, voids, reissue payments, etc. (they facilitate payment out of the University) Accounts Payable Website

The following options are available on the Accounts Payable
- Check Requests
  - Check requests are used to request payment for certain expenses that do not require the involvement of purchasing support.
  - What is needed on the check request can be found on the Non-PO Transaction Matrix, located on Non-PO Transaction Website.
- Don't Pay this Invoice
  - In Marketplace:
    - Go to the History Tab of the Invoice
    - Search for the AP processor name noted in the history
    - Go to the comments tab and leave a comment for the processor NOT TO PAY the invoice.
- Has the Check Been Cashed?
  - Contact checkinquiries@finance.rutgers.edu with the Check Number and the Supplier Name
- Is the Invoice in the System?
  - If you do not see the invoice in the system, the help desk form will ask you for the following information (if the invoice is passed due, over 60 days)
    - PO Number and Invoice Number (if there is no check number from Rutgers showing)
    - Supplier Invoice number (if not in Marketplace)
    - You will need to attach the invoice number
- My Supplier hasn't received their check
  - Contact checkinquiries@finance.rutgers.edu only if the payment date is over 3 weeks.
    - The summary tab of the invoice in Marketplace will show the payment date and payment number.
- Non-PO Transactions
  - Non PO transactions are defined as a transaction that is not for Goods or Services. The Non PO Transaction Matrix will inform you if the payment should be on a check request or a Non PO Upload.
  - The Non PO transaction matrix is located on the Non-PO Transaction website
- Payment Terms
  - Standard Payment Terms are dependent on the payment method and are from the invoice date, unless the supplier has a signed contract with different terms.
    - Any exception(s) to these terms must be reviewed and approved by Procurement.
    - Requests must come from a Rutgers unit head and not the supplier.
- Receiving ACH Payments
  - For anyone expecting to receive an ACH Payment, please check out the University Controller's Office Website.
- Receiving Supplier Checks
  - Supplier checks for over payment on invoices are sent to:
    - Rutgers, the State University
    - Accounts Payable
    - 33 Knightsbridge Road
    - Piscataway, NJ 08854
- Share Point
  - Share Point will give you 3 options:
    - How to create a Non-PO Upload (will take you to Canvas)
    - Share Point Access? the system will request your Rutgers e-mail address
    - Share Point Payment Services: this will ask you for the unique invoice number that you created on the Non Po Upload Template.
- Student Checks
  - Student Checks (which are denoted by the check number starting with 5) and you will need to email sas-studentrefunds@sa.rutgers.edu
- Supplier Name or FEIN Change
  - if the supplier changes their FEIN (Federal Employment Identification Number), you must invte them through Payment Works.
  - If the supplier changes their name and was initially invited through Payment Works, they can change their name through Payment Works. If they were on Market Place prior to 2019, you can have the requestor go to forms and complete the "Supplier Maintenance" form
  - All open POs MUST BE CANCELLED and new requisitions must be entered in the new supplier name.
    - in the description of the new requisition, write: DO NOT duplicate order, this replaces PO# XXXXXX
  - Once the requisition is fully approved and the PO # is created, your supplier can submit the outstanding invoices with the new PO number to accountspayable@finance.rutgers.edu
- Tax Questions
  - Contact the Tax Department Website
- Training
  - Procurement Training Website. Select University Login
- Voids, Reissue and Stop Payments
  - To stop a payment or have a check cancelled or reissued, you will need to complete the check cancellation/stop payment form located on the Voids, Reissues, and Stop Payment section of Procurement's website.
  - The form then can be emailed to checkinquiries@finance.rutgers.edu
- What is this check for?
  - Enter the check number
- When will the invoice be paid?
  - If the due date is passed due (over 60 days old unless the supplier is set up with other net terms) and their is no check number showing, you will need to provide he PO and Invoice Numbers.
- Where do I send the invoice?
  - accountspayable@finance.rutgers.edu
- My question is not listed under any of these
  - This is a free form, meaning you can enter whatever you want. You will need to be specific to what the issue is, enter as many details as you can, and attach any relevant documents.

+ - Expense Management Intake Form Click to collapse

Expense Management is the Travel and Expense section of Procurement Management. They handle information on traveler responsibilities, booking travel, reporting expenses. Travel and Expense section of Procurement Website

Expense Management Portion of the Help Desk Intake Form will give you the following options:
1. Access:
  1. This will bring you to 6 options:
    1. Can a class 5 employee access Expense Management?
      1. Any person who receives a Rutgers paycheck must use Expense Management for reimbursements, regardless of Class/Level.
    2. Can a Student access Expense Management?
      1. Any person who receives a Rutgers paycheck must use the expense for reimbursements. Use the Non-PO Upload if not receiving a payroll check
    3. I cannot access the Expense Management App
      1. Informs you to go to the Forms Repository, choose the "Access Form" get the necessary approvals and send to cloudaccess@finance.rutgers.edu
    4. Receiving an error when accessing the Expense Management App.
      1. The system will ask you to clear cache, cookies, browsing history, and refresh your page. If will ask you if that worked, select "Yes" or "No" and click the . If it is "Yes" then you are done.
        
        If it is "No", it will ask you if you are using a browser other than Chrome or Firefox. If you click "No", it will ask you to go back to the Forms Repository, choose the "Access Form" get the necessary approvals and send to cloudaccess@finance.rutgers.edu.
        
        If you say "Yes", it informs you that Safari and Internet Explorer does not support all of Marketplace or Expense Management Options.
        
        If that does not solve your issue, it will ask you to go back to the Forms Repository, choose the "Access Form" get the necessary approvals and send to cloudaccess@finance.rutgers.edu.
    5. Still on Payroll, but not at the University (i.e. professor/student) and attempted to submit after being deactivated. How do I get reimbursed?
      1. The system will inform you to process a non- PO upload.
    6. Where do I find the Expense Management App?
      1. to access the tool, you would go to my.rutgers.edu and click on Log In (right corner). Once in, go to the Finance section (you may need to click on the More box in the center bottom to see more options). Click on Expense Management.
2. Accounting Questions:
  1. This will bring you to 3 options:
    1. How do I change the GL Account String?
      1. The account string can be changed by clicking on the blue search icon next to the account number. Once it is clicked on, it will drop down to show the individual string segments.
        
        The one segment you do not change is Account since that indicates the type of expense you selected.
    2. I don't know my Account (Project/UDO) Numbers?
      1. Informs you to speak with your business manager.
    3. What is my department number?
      1. Informs you to speak with your business manager.
3. Additional Approvals:
  1. This will bring you 5 options:
    1. Can I be reimbursed for buying gift cards?
      1. No, gift cards are not reimbursable, and should be bought on a Check Request using Business Services- Gift Cards
    2. Do I need Exceptions Approval?
      1. Goods and services over $500 require approval from the ASSOC VP Procurement & CPO. Explain why the item was purchased instead of using Marketplace. Send the explanation to: Expense Report Exception at expenseexception@finance.rutgers.edu
    3. Expenses incurred more than 60 Days prior
      1. If the expense is over 60 Days old, then you will need Next Level Approval that is attached to the Expense Report prior to Submitting for approval.
    4. Expenses incurred more than 1 Year prior
      1. Do not submit through Expense Management. All submissions are subject to audit and examination once submitted.
        
        The department/unit business manager must complete the “Business Travel Reimbursement Over One Year” form (the "form") requesting the reimbursements be processed as extra pay.
        
        The chancellor or executive/senior vice president responsible for the department/unit must sign the form to approve submission of all expenses more than one year old.
        
        All expense report documentation and receipts must accompany the form.
        
        Send the form and supporting documentation to Payroll Services at:
        
        33 Knightsbridge Road
        Room B112
        Piscataway, NJ 08854
    5. Software
      1. Software is not allowed to be purchased via pcard or reimbursement as it needs to be reviewed and approved in Marketplace.
        If there is a specific reason it cannot be ordered through Marketplace, it will need exception approval. For pcard exception, the attached form would need to be completed and approved by Procurement prior to purchase.
        
        For any personal purchase with reimbursement request, approval must be received from expenseexception@finance.rutgers.edu
4. Approval Options:
  1. This will bring you the following 6 options:
5. Banking: Will bring you 5 options:
  1. 1. How do I add my banking information into the Expense Management System?
      1. Will send you to Canvas Training Site.
    2. How do I change my Banking Information if I have a new account?
      1. Will send you to Canvas Training Site.
    3. I choose "WIRE" as my payment type, where is my payment?
      1. If you chose "Wire" as your payment method, Rutgers must wait for the return of the monies from the Bank, and will send a Paper Check to your home address while we are working remotely.
        The payment type cannot be reissued as an ACH, only as a paper check.
    4. I updated/added my Banking Information to Peoplesoft/Payroll. Why is it not reflected in Expense Management?
      1. Payroll/PeopleSoft is not connected to the Expense Management app beyond who can access the app, so if you updated your banking for Payroll, it will not automatically update in Expense Management. For instructions to update Expense Management Banking, Canvas Training Site.
    5. Payment Methods- How will I be reimbursed once my report is submitted?
      1. Payment Methods:
        
        ACH-BOA-PPD = direct deposit to employee bank account from Rutgers Bank of America Account
        
        Check-BOA = check payment from Rutgers Bank of America Account
        
        Wire - wire payment (DO NOT USE) - this will not send payment out, but will "bounce" at the bank and be converted to a Paper Check.
6. Cash Advance-
  1. will send you to the Canvas Training Website.
7. Credit Card Programs: PCard, Travel Card, Fuel Card
  1. For any and all Credit Card Program questions, please reach out to Card Services at cardservices@finance.rutgers.edu.
8. Delegate Questions:
  1. This willl give you 5 options:
    1. How do I add a Delegate in the Expense System?
      1. This will send you to the Canvas Training Site.
    2. How do I remove a Delegate?
      1. To remove a delegate, the employee must go into Manage Delegates, click on the line next to the Delegate name. Line turns blue. Click the X on the top bar, then Yes.
    3. I am a Delegate for someone who left. How do I remove them from my list?
      1. To remove a delegate, before the employee leaves, they must go into Manage Delegates, click on the line next to the Delegate name. Line turns blue. Click the X on the top bar, then Yes.
        Delegates cannot remove themselves.
    4. I don't have a Delegate
      1. It tells you that you can assign a delegate and it sends you to the Canvas Training Site
    5. My Delegate left, what now?
      1. Will bring you to the expense section- SAS researching if this is correct.
9. Expenses:
10. Forms:
  1. This will show you the following:
    1. Goods and services over $500 require approval from the ASSOC VP Procurement & CPO. Explain why the item was purchased instead of using Marketplace. Send the explanation to: Expense Report Exception at expenseexception@finance.rutgers.edu
11. Meals:
  1. Meals will give you 3 options:
    1. How much can be reimbursed for Per Diem (Domestic)?
      1. Click here to see the Per Diem for this year. (Per Diem rates are on the Left Hand Side)
        
        Traveler is responsible to confirm their own Department does not have an exception (i.e. max is $50/day for department even if visiting location allows for more) - departments can be more restrictive with rules, not more lenient.
        
        Reminder: Per Diem on travel days is 75% of daily per diem and if meals are provided, they must be prorated out.
    2. How much can I be Reimbursed for Per Diem (International)?
      1. Click here to see the Per Diem for this year. (Per Diem rates are on the Left Hand Side)
        
        Traveler is responsible to confirm their own Department does not have an exception (i.e. max is $50/day for department even if visiting location allows for more) - departments can be more restrictive with rules, not more lenient.
        
        Reminder: Per Diem on travel days is 75% of daily per diem and if meals are provided, they must be prorated out.
    3. I paid for a group/other people to eat. Can I be Reimbursed?
      1. If you paid for a group (i.e. classroom dinner), you can provide a list of students and their signature(s) to be attached with receipts, instead of a letter.
        
        If this was a Business Meeting meal, an itemized receipt is required along with a list of their attendees and business affiliation.
12. Not Reimbursable:
  1. This will give you the following information:
    1. Goods and services over $500 require approval from the ASSOC VP Procurement & CPO. Explain why the item was purchased instead of using Marketplace. Send the explanation to: Expense Report Exception at expenseexception@finance.rutgers.edu
13. Training:
  1. This will Send you to the Canvas Training Site
14. Travel:
  1. This will give you the following 11 options:
    1. Contracts with Car Rentals
      1. All Travel Contracts can be seen on the Find Products & Services page on the University Procurement Services Website.
    2. Contracts with Travel Agents
      1. All Travel Contracts can be seen on the Find Products & Services page on the University Procurement Services Website.
    3. I am taking a week off in between while traveling for Business. Can I have that Reimbursed?
      1. For airfare, travelers can combine business and leisure if the cost to do so is not more than what would have been paid had they traveled solely for business. Documentation showing the airfare comparison is required to be attached to the Expense Report.
        
        The university will not cover the cost of any other additional charges associated with the personal portion of the trip (hotel, meals, ground transportation, rental car, etc.).
    4. I booked Business Class/Priority/First Class/Economy+/Acela Business Class. Can I be reimbursed for this?
      1. No, unless you can prove that it was cheaper than the standard economy class ticket at time of ticketing (must have both as documentation for Expense Report)
        
        If not, then employee can either only be reimbursed for the Economy Class Ticket Rate (attachments still required) or would need extra approval from the Chancellor. Reporting Expenses Website
    5. I have documents in a foreign language- Do they need to be Translated?
      1. All Foreign Documents submitted for reimbursement must be Translated into English for approval. This is a Requirement.
    6. I paid for the Conference and Hotel already. Event is next month. Can I be reimbursed now?
      1. You must wait until event has occurred to submit for reimbursement.
    7. Not Reimbursable
      1. See the following University Procurement Services Webpage for a list of items that are NOT Reimbursable on an Expense Report. Some items may not be listed at this time.
        https://procurementservices.rutgers.edu/travel-and-expense/reporting-travel-expenses
    8. Travel Period
      1. Domestic (24 Hours)
        
        International (24 Hours or 48 Hours for Asia only)
    9. What kind of Hotel Room can I book?
      1. Standard room accommodations at reasonably priced mid-market hotels. Remember to take advantage of conference designated hotels when necessary.
    10. When I book a flight, Can I upgrade for more leg room?
      1. Travelers have the option to upgrade to business or first class by paying the difference with personal funds or by obtaining written approval from chancellor level prior to the trip. Upgrade from economy to premium economy requires written approval prior to the trip from the unit head. Proof of the standard coach class ticket cost and the upgraded ticket cost along with the written pre-approval must be included with the expense report to show the cost differences.
    11. Why was my report returned for Renting a Car?
      1. Rutgers University will reimburse for intermediate, compact, and economy cars – anything above those car classes would require additional approval.
        
        **Please Note - the overall cost of the rental should be less than the cost of other means of transportation (e.g., hotel shuttle, taxis, car service, airfare, personal car) and documentation of proof must be provided.**
15. Vacation Rules:
  1. Vacation Rules can be setup from the Approver's login. While setting up vacation rules, the user has an option to either Re-Assign the expense report or Delegate it. The difference here, apart from what was discussed in the previous section is:
    Ø Re-Assign: Removes the expense report from the default approver’s queue and sends it to the person whom it has been re-assigned to.
    
    Ø Delegate: Workflow appears simultaneously in both logins, in essence, the default approver’s and the person whom it has been delegated to.
16. My Question Is not listed under any of these:
  1. This option will give you a screen to fill out:
    2. Be sure to click on the to submit.

+ - Procurement Services Help Desk Intake Form Click to collapse

Procurement is the section of procurement services that assists with buying goods/services/creating contracts/etc. Purchasing Website.Purchasing section of the Help Desk Intake form will give you the following options:

.Purchasing section of the Help Desk Intake form will give you the following options:
1. Amazon
  1. This will give you 3 options-
    1. 1. Amazon- Ad Hoc Address Ship to hope address: Canvas Training Site
      2. Amazon- FAQ: Canvas Training Site
      3. Amazon- How to Shop: Canvas Training Site
2. Change Orders
  1. This will give you 3 options-
    1. Change Order/Cancel Form: Canvas Training Site
    2. Change Order PO Modification: Canvas Training Site
    3. Change Order when Supplier is no longer Active: Canvas Training Site
3. Customs Brokers
  1. This will show the following Information:
    1. Our Customs Broker is OIA (Oregon International Air/Land Freight) Drina at OIA can answer any questions you may have regarding international freight. The contacted for OIA is;
      Drina Carlos
      OIA Global
      2345 Vauxhall Road
      Union, NJ 07083
      Telephone: (908) 351-3400 x3010
      Fax: (908) 623-3096
4. IPO
  1. This will give you 4 options:
    1. Creating an IPO Based Invoice: Canvas Training Site
    2. How to Find an IPO Form: Canvas Training Site
    3. How to setup a new IPO:
      1. To create a new IPO, go to the University Procurement Services website, click on Resources, and click on Forms Repository. Under the Supplier Management section, you will find the following. Send the completed forms to cost@finance.rutgers.edu.
  2. Why did my IPO Cart Fail: Canvas Training Site
5. Marketplace/Questions/Access
  1. This will give you 18 options:
    1. Access Form
      1. The Marketplace Access form can be found on the UPS Forms Repository. This can be found by going to the University Procurement Services website (procurementservices.rutgers.edu), click on Resources, and click on Forms.
        
        The Business Manager must sign-off/submit this request
    2. Submit Marketplace Access Form
      1. This will require you to fill out the below:
      3. Please remember to click on the to the end to submit your request.
    3. Submit Approver Setup UDO/Project in Marketplace
      1. This will require you to fill out the below:
      3. Please remember to click on the to the end to submit your request.
    4. Approver Rules- Who are the Appovers? Request a Report
      1. This will ask you to fill out the following:
      3. Please remember to click on the to the end to submit your request.
    5. Creating Profile and Setting Notifications
      1. This will send you to Canvas Training Site
    6. Email Address Add/Update in Marketplace
      1. Go to netid.rutgers.edu -> Manager Email Address and update the Official Rutgers Email Address.
        
        When it shows in the University Online Directory, Marketplace should automatically update the next time you click into it.
    7. I am new to Rutgers, how do I find information about Procurement
      1. You can find information about Procurement on the University Procurement Services website.
        
        Additional resources include Canvas - which is the repository for all job aids and training materials.
        
        For information about Virtual trainings, click on Procurement and Expense Management. Procurement courses start with P2P and Expense Management courses start with EXP.
    8. I changed departments and still receive requests for old department in Marketplace
      1. Have the former Business Manager complete the access form listing "remove" next to your name and "replace with" adding a new Department point of contact. Make sure they include the last date you were a part of that department so only the previous department's items are reallocated.
        The access form can be located on the University Procurement Services Website on the Forms Repository.
    9. I no longer have access to...
      1. If you no longer have access to Marketplace, first clear the cache and cookies on your Web Browser and reboot. If unsure how to clear the cache and cookies, contact your IT department.
        If that does not work, please make sure you are using one of the preferred Web Browsers. Chrome works best for Marketplace, and Firefox works best for Expense Management. Internet Explorer and Safari are not supported by some of the Punch-out suppliers.
    10. Managing Notifications
      1. This will send you to Canvas Training Site
    11. Marketplace Roles
      1. Shopper access is obtained by clicking on the Marketplace tile under myApps. This is the Default Role. Only able to create carts from punch-out suppliers but must assign the cart to a requestor to submit.
        
        Requisitioner, Approver, Inquirer, IPO Approver. The Business Manager must request the role through the access form found on the UPS Forms Repository.
        
        Requisitioner / Preparer / Requestor: The role assigned to individuals who have the responsibility for submitting purchasing requisitions into the RU Marketplace. This is also the person who is responsible for approving Invoices that are on SubAwards or over $5,000.
        
        Approver: The role assigned to individuals responsible for affirming a department’s purchasing requisition based on budget and policy. This role does not approve Invoices.
        
        Inquirer: The role assigned to individuals who need to be able to view purchasing requisitions and invoices in RUMarketplace. Inquirer is authorized to access the system in a limited manner and cannot submit a requisition or approve an invoice. This role requires HIPAA training. If you receive an error message, contact Manuel Pierre: pierrem1@uec.rutgers.edu
        
        IPO Invoice Processor: The role assigned to individuals responsible for approving a department’s purchasing requisition, based on policy, that involves an IPO. Cannot approve their own requisition.
    12. Mobile Access
      1. This will send you to Canvas Training Website
        
        Recommended Modules:
        
        Payment Works
        
        Expense Management Course Pathway
        
        Procurement Course Pathway
    13. My Access is gone
      1. Will ask you for the following information:
      3. Please make sure to click on the until you get to the end to submit.
    14. Name Change
      1. Contact UHR and process a name change. Will need to present a government issued ID
    15. Portal Tile is Missing
      1. In order to view all tiles available under MyApps in MyRutgers portal, please go to the upper right-hand corner of the myApps page. There you will find two options, "View" and "Location". Please click and select "All" for each option. Afterwards you should be able to view all tiles available; the Marketplace tile should be listed as "RU Marketplace" under the Procurement section.
    16. Someone moved out of our department
      1. Have the Business Manager complete the access form listing the person who left the department as "remove" and adding a new Department person listed as "replace with". If the person moved to a new department, include the date that they were last apart of your department so only your department's items are reallocated.
    17. Someone retired/left the university
      1. Have the Business Manager complete the access form listing the retired person as "remove" and adding a new Department person listed as "replace with".
        The access form can be located on the University Procurement Services Website on the Forms Repository
    18. Vacation Rules
      1. Requisition Approvers can assign their role to another approver during the time they are away from their job. Canvas Training Site for the Job Aid on how to setup Vacation Rules.
6. Other
  1. This will give you 13 options
    1. Contract Participation Agreement
      1. Canvas Training Site
    2. Credit Application
      1. Canvas Training Site
    3. FAQs
      1. This will send you to the FAQ Page of the University Procurement Services
    4. For all Reports Inventory, Tips, and Job Aids to see the UCO website Finance Report Link
      1. Here is the UCO website Finance Reports Link. If you have further questions about this subject, reach out to the Financial Management Help Desk at finance_helpcenter@finance.rutgers.edu.
    5. Free Trial Equipment or Software
      1. Canvas Training Site
    6. How to Print a Purchase Order
      1. Canvas Training Site
    7. Incoming Payment Wires
      1. You/your department will need to notify Accounting in the University Controller's Office of incoming payments through the Notice of Incoming EFT Form. For more information, see the following link.
      2. This does not go through Procurement or Accounts Payable
    8. I see a Commitment that should not be on my report.
      1. All Requisitions that are generated and go to approvals but are withdrawn/rejected/returned and do not complete, can end up on a Commitment or 505 Report. There is a Requisition Cleanup done by the Budget Departments every month. They work on the month that occurred 4 months previously.
    9. Key Contacts
      1. If you would like to see the Key Contacts of Procurement, please see the following link on the University Procurement Services Website.
    10. Non Disclosure Agreement (NDA)
      1. Canvas Training Site
    11. Tuition Reimbursement
      1. For Tuition Reimbursement, contact HR and Payroll via One Source. Their contact information is:
        
        email: OneSource@rutgers.edu
        
        phone: (732)745-SERV (7378)
        
        One Source Portal: https://rutgers.service-now.com/hrportal
    12. Vendor Applications (we are selling the product outside the university)
      1. Canvas Training Site
    13. Warehouse Contact
      1. The contact for the Warehouse is warehouse-support@ipo.rutgers.edu.
7. Payment Works
  1. This will give you 5 options
    1. How to submit a New Supplier Request
      1. Canvas Training Site
    2. I clicked on the Portal and it didn't take me to Payment Works
      1. Canvas Training Site
    3. I don't see the Payment Works Tile
      1. Canvas Training Site
    4. Status of New Supplier Request
      1. Canvas Training Site
    5. Why was the new Supplier Request Rejected?
      1. Canvas Training Site
8. Policy
  1. See the University Procurement Services University Policies - this applies to ALL University personnel.
9. Procedure
  1. See the University Procurement Services' Procedure Manual.
10. Procurement Forms
  1. This will give you 13 options:
    1. Cell Phones
      1. As of 2019, University Procurement Services no longer setup cell phones for departments. Contact OIT at Mobile@OIT.Rutgers.edu for AT&T or Verizon cell phone services. To setup a new Cell phone, please complete the form and send to OIT.
    2. Gift Cards
      1. Payment made to store-card supplier and BlackHawk(University’s contracted gift card supplier) for gift cards. Payment is made via check request. The gift cards must be used for University-related purposes. For more information about gift cards, visit the University Procurement Services website, and click on Find Products & Services.
    3. Independent Contractor or Employee Determination (ICED)
      1. Form to determine whether a professional service provider is an independent contractor. Rutgers employees may not be engaged as purchase order suppliers. Please be advised form must be completed by the supplier.
        
        The form can be found on the University Procurement Services Website. (this link will give you the form)
    4. Informal Bid Intake Form
      1. The Informal Bid Intake Form is a required form used when purchasing goods or services of a value of $10,000-$149,999 via Informal Bid Process.
        
        This Informal Bid Intake Form ensures compliance with University Policy and Uniform Guidance. The form can be found on the University Procurement Services Website. (this link will give you the form)
    5. Non Resident Alien Tax 8233
      1. You can find the Non-Resident Alien Tax 8233 Form on the IRS Form Link
    6. Procurement Forms
      1. The Procurement Forms can be found on the University Procurement Services Website under the Forms Repository.
    7. Tax Exempt Form
      1. You can find the Tax Exempt Form on the University Procurement Services Website. (this will open up to the Tax Exempt Form)
    8. Terms and Conditions
      1. Click here to be directed to the Terms and Conditions on the University Procurement Services Website.
    9. The Risk, Policy & Compliance Assessment Intake Form
      1. The Risk, Policy & Compliance assessment intake form is for Rutgers University faculty and staff interested in engaging with a software and/or a service provider. This form will document and summarize data sharing purpose, data sharing scope, data elements, and technology requirements. Populating this form is a prerequisite to initiate a risk assessment.
        
        It is important to engage information technology professional resources while completing this form; early IT involvement during third-party risk/security assessments often improves risk/security assessment quality and reduces unnecessary delays in the process.
        
        Risk, Policy & Compliance (GRC) uses the provided information to calculate the type of assessment that is required. The decision is based on the sensitivity of the data and the criticality of the system, which is informed by the Rutgers University Data Classification.
    10. Waiver of Bid Request
      1. Required form used to justify purchase of goods or services of a value of $10,000 and greater without bidding. This cannot be used for Printing Services.
        The form can be found on the University Procurement Services Website. (this will open up the form)
    11. What is BAA?
      1. A person who, other than a Rutgers workforce member, or outside organization which creates, receives, maintains, or transmits Protected Health Information (PHI) on behalf of the University, or who provides services to or for the University involving the disclosure of PHI or any other function or activity regulated by HIPAA regulations. Please be advised that the form is located on the University Ethics and Compliance forms page under ""HIPPA"".
        
        Read the Business Associate Agreement Instructions. (this will open up the instrucitons)
    12. What is SOW?
      1. SOW is a Statement of Work. THE STATEMENT OF WORK FORM SHOULD BE COMPLETED WHEN A UNIT
        
        SEEKS TO PROCURE PROFESSIONAL OR BUSINESS SERVICES
        
        THE PURPOSE of the Statement of Work (SOW) form is to confirm the requesting unit has clearly and completely outlined the details of the service engagement including services to be rendered, service dates, deliverables, milestones (if any), and the fees and expenses to be paid. Click here to see the Statement of Work (SOW) as listed on our Website:
    13. What is Supplemental Statement of Work?
      1. This form is used to change the information provided in the original SOW. Must be completed and attached externally to a Change Order PO Modification. Click here to see the Supplemental Statement of Work.
11. Requisitions
  1. This will give you 19 options:
    1. Ad Hoc address for these Punch-out Suppliers
      1. Canvas Training Site
    2. Add a comment to a Requisition
      1. Canvas Training Site
    3. Attaching a Contract to a Requisition
      1. This will give you the 9 options under the Supplier Option
    4. Commodity Codes and Required Form
      1. Canvas Training Site
    5. Commodity Code Search
      1. Canvas Training Site
    6. Create a Goods Order
      1. Canvas Training Site
    7. Create a Pre-Payment
      1. Canvas Training Site
    8. Create a Quick Order
      1. Canvas Training Site
    9. Create a Service Request
      1. Canvas Training Site
    10. How to Add Lines to a Requisition
      1. This will take you to the Suppliers Option
    11. How to Assign a Cart
      1. Canvas Training Site
    12. I don't know my Account String
      1. Canvas Training Site
    13. Please review requisition for PO Approval
      1. Pull up the requisition, go to the PR APPROVAL tab, see the person who has your requisition, and contact them
    14. Remove an Encumbrance in Oracle
      1. Canvas Training Site
    15. Required Supporting Documents for Requisition
      1. Canvas Training Site
    16. Splitting an Accounting String
      1. Canvas Training Site
    17. Why did my IPO Cart Fail?
      1. Canvas Training Site
    18. Why did my Requisition Fail?
      1. It will ask you for the Requisition Number
      2. Make sure to click on the to submit
    19. Wire Transfers
      1. Canvas Training Site
12. Sharepoint
  1. This will give you 3 options:
    1. How to create a Non-PO upload
      1. Canvas Training Site
    2. Share Point Access
      1. It will ask you for your email address
      2. Make sure to click on the to submit
    3. Share Point Payment Status
      1. Contact uploads@finance.rutgers.edu for payment information
13. Suppliers
  1. This will give you 10 options:
    1. Ad Hoc address for these Punch-out Suppliers
      1. Canvas Training Site
    2. Amazon Ad Hoc Address Ship to a Home Address
      1. Canvas Training Site
    3. Can I buy from Ebay?
    4. Change in Terms
      1. If prior to submission of a Requisition, in Comments, alert the Buying Staff of the request. Must be on a Goods or Service Request - Quick Orders do not go to the Buying Staff for Review.
        
        If after distribution of the PO, does the Supplier fall under one of the following for Procurement Services to consider changing the terms:
        
        A contract is in place and the terms are different than the current PO
        
        There is a previous history of payments showing a different payment term
        
        The supplier is offering a dynamic discount for a change in terms
        
        The supplier is a certified small business. They must have a certification from a government entity
        
        The supplier is an individual
    5. Consolidus Training Manual
      1. Canvas Training Site
    6. Create an Ad Hoc Ship to Address
      1. Canvas Training Site
    7. Find a University-Wide Contracted Supplier
      1. We have a list of all University-wide Contracted Suppliers on the UPS Website on the Find Products & Services page.
    8. How do I change or add information for a Supplier?
      1. If a Supplier has been in the system prior to September 2019 and was NOT added through PaymentWorks, go to FORMS and find the Supplier Maintenance FORM. Complete the form and use a valid accounting string to “carry” the form through the system.
        
        If the supplier was added through PaymentWorks, then the supplier must go to PaymentWorks and update their information - department cannot submit on Supplier's behalf.
    9. Supplier Onboarding (Payment Works)
      1. Will send you to the Payment Works Section
    10. Small Business Certification
      2. Make sure to click on the to submit
14. Training
  1. Takes you to the Supplier Section
15. My Questions is not listed under any of these:
  1. This option will give you a screen to fill out:
    2. Be sure to click on the to submit.