Make A Purchase

The guide below will help you determine the best method to procure goods or services.

1.  Determine if your good or service can be purchased by Internal Purchase Order (IPO).  If it cannot, proceed to 
​      Step 2.

2.  Verify that your good or service can be purchased by check request.  If it cannot, proceed to Step 3.

3.  Follow the RU Marketplace punchout catalog steps to determine if your good or service can be purchased
     by punchout. If not, proceed to Step 4. ​      

4.  The purchase must be made on purchase order using RU Marketplace forms.   Choose Purchase Orders via 
​     RU Marketplace Forms according to the total value of your good or service.
     

Internal Purchase Orders (IPO)

Within RU Marketplace, you can procure goods and services from other university service units, such as website design services.  Follow the steps below to determine if your good or service can be purchased by IPO.

1. Go to myRutgers Portal for a complete list of active internal vendors in RU Marketplace.  Use the
   Active IPO Search job aid for assistance.   If you already know the specific vendor, go to Shop, and search by
​   "IPO:  vendor name".  For example "IPO: Academic Foundation Center".

 2. If a vendor is not set up and needs to be, see Internal Purchase Order (IPO) Request Form and Instructions. 
    This process typically takes about two weeks if there are no issues.

3. Make a request for an Internal Purchase Order (IPO) within RU Marketplace.

4. Wait for department approvals. 

5. System generates the IPO and sends order to servicing department. 

6.  Contact the internal department for requisition assistance using RU Marketplace for contact information.

 

What if I have to change the order?

  1. Submit the Change Order Modification Form in RU Marketplace.
  2. Contact the servicing department to communicate the change.
  3. Procurement receives the Change Order Modification Form via RU Marketplace and modifies the order in the system. 

Related Job Aids and Training
Active IPO Search 
Submit an Internal Purchase Order
P2P050 - Internal Purchase Orders in RU Marketplace

Related Policy
Procurement Policy 20.1.11

 

Check Requests

Check requests are used to request payment for certain expenses that do not require the involvement of a purchasing agent.    If your purchase is by check request, follow the check request process.

Purchase Orders (POs) via RU Marketplace Punchout Catalog

RU Marketplace is the first place that should be checked when purchasing by PO, where you shop in an on-line catalog of products.  Learn more about RU Marketplace and its benefits.

  1. Log on to RU Marketplace within the myRutgers Portal

  2. Find the corresponding vendor “tile”.

  3. Browse the vendor catalog for your good or service.

  4. Complete the punchout purchase.  Use the Catalog purchase Job Aid for reference.

  5. Wait for department approvals.

  6. The purchase order is issued and the process is complete.

Related Job Aids and Training
 
P2P020- Requisitioning Video
 Catalog purchase Job Aid

Related Policy
  Procurement Policy 20.1.11

Purchase Orders via RU Marketplace Forms ($5,000 and under)

1.  Determine if there is an existing contract with the supplier by contacting the category team for
      requisition assistance.

2.   If there is a contract, ask University Procurement Services about any additional requirements
       or documentation needed.

3.   If there is no contract, determine if the order is allowable as a Quick Order.  If it is allowable, complete the
       Quick Order form in RU Marketplace.

4.   Obtain a quote from the vendor.

5.   Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.

6.   Complete a goods or service request form in RU Marketplace with quote and proposed contract attached,
      if required.
       

   Related Job Aids and Training
  P2P020- Requisitioning Video
  Quick Order Job Aid
  Goods Request Form Job aid
  Service Request Form Job aid

 Related Policy
 Procurement Policy 20.1.11

Purchase Orders via RU Marketplace Forms  ($5,001 - $49,999)

1.   Determine if there is an existing contract with the supplier by contacting the category team for requisition
​       assistance.

2.   If there is a contract, ask University Procurement Services about any additional requirements or
​       documentation needed.

3.   If there is no contract, obtain three quotes from vendors.  Contact the category team if you need
       assistance.

4.   If the lowest bidder is not selected, provide a written justification attached to the requisition.

5.   If the purchase is sole sourced, follow the sole source process.

6.   Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.

7.   Complete a goods or service request form in RU Marketplace with quote and proposed contract attached, 
​       if required.

8.   Wait for department approvals.

9.   The purchase order is issued and the process is complete.

Related Job Aids and Training
P2P020- Requisitioning Video
Goods request form Job Aid
Service Request form Job Aid

Related Policy
Procurement Policy 20.1.11

Purchase Orders via RU Marketplace Forms ($50,000 +)

1.  Determine if there is an existing contract with the supplier by contacting the category team for requisition
     assistance

2.  If there is a contract, ask University Procurement Services about any additional 
​     requirements or documentation needed.​                                                                                             

3.  If there is no contract, contact the University Procurement Services category team to initiate a
     Request for Proposal.

4.  If the purchase is sole sourced, follow the sole source process.

5.  Complete a goods or service request form in RU Marketplace with quote and proposed contract attached,
      if required.

6. Wait for department approvals.
​    
7. The purchase order is issued and the process is complete.

 Related Job Aids and Training
 P2P020- Requisitioning Video
 Goods Request Form Job Aid
 Service Request Form Job Aid

Related Policy 
Procurement Policy 20.1.11