July 2018

The changes listed below are reflective of the needs of Rutgers in order to ensure compliance with Uniform Guidance and with University requirements.  Contact University Procurement Services if you have questions, at procure@finance.rutgers.edu.

Below are updates that were made to support this initiative:

Informal Bid Intake Form (NEW!)

        •     Not required if a purchase is on a university contract

        •     University Procurement Services is responsible for reviewing the list prior to approval

        •     Units should review the instructions and video prior to making a purchase

RFX Intake Form

        •     Not required if a purchase is on a university contract

        •     Any federal-funded purchase has more stringent requirements

        •     University Procurement Services is responsible for reviewing the list prior to approval

        •     Units should review the instructions and video prior to making a purchase

Waiver of Bid Request Form

        •     Not required if a purchase is on a university contract

        •     Replaces the Request for Sole Source Form

        •     Any federal-funded purchase has more stringent requirements

        •     University Procurement Services is responsible for reviewing the list prior to approval

        •     Units should review the instructions and video prior to making a purchase

Purchases under $10,000

        •     Not required if a purchase is on a university contract

Statement of Work Form (NEW!)

        •     The Professional Service Provider Agreement (PSPA),  (IT/PSPA), and Performance Agreement is replaced by the Statement of Work (SOW)

Professional and Business Services Matrix

        •     This replaces the Professional Services Matrix

Check Request Matrix

        •     Guest lecturer and performer payments are removed and must be processed via purchase order (see Professional and Business Services Matrix for document requirements)

        •     “Stipend” is replaced by “non-qualifying scholarship”

        •     Editor, transcriber, proofreader, and publication fees are removed and must be processed via purchase order

        •     A clinical trial payment will be processed as a Human Subject Participant Payment

        •     Units should refer to the Check Request instructions for assistance

RU Procurement Terms and Conditions Document

        •     The terms and conditions have been updated in June 2018

Contract Deliverables Tracker

        •     This is required for all federal-funded awards.

        •     Units should review the instructions for assistance.

Non-PO Upload Request Form (RU Marketplace form)

        •     Units need to submit all documentation in a Sharepoint site rather than as an RU Marketplace attachment (for security reasons)

        •     The RU Marketplace requisition serves as a tracking mechanism, where the status changes as the payment is processed

        •     Units should review the Instructions for Non-PO Upload Request for guidance prior to requisition submission