Forms Repository

To help us fulfill and track your purchase requests, we need you to fill out certain forms. You can download purchasing forms, fill them in electronically, and upload them to RU Marketplace. Some of these forms are general and some are specific to certain transactions.

We frequently update our forms, so please download them from this page for each request to ensure you're following the most current protocol. As always, please contact us if you have questions.

System Access

Document / Form Description Last Updated
RU Marketplace Access Request Form Form to be completed to request RU Marketplace system access, individual roles and to create/update requisition approval heirarchy.  Please complete the form and email to procure@finance.rutgers.edu August 2017

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supplier management

Supplier Management is a set of processes, activities, systems and information management tools
that allows Rutgers to manage and have maximum visibility into all activities associated with a supplier.  

Document / Form Description Last Updated
 W-9 A form used to comply with IRS regulations.  Rutgers must have a federal tax identification number or social security number in our files for ALL SUPPLIERS and INDIVIDUALS receiving payments from Rutgers University. November 2017
 W-8Ben A form used to comply with IRS regulations, that certifies foreign status. This form needs to be completed by any foreign individual when making a payment to them. It is also used to validate a tax treaty exemption from, or a reduced rate of, withholding on copyright, royalties and scholarship/fellowship payments.  See Instructions. July 2017
 W-8Ben-E  A form used to comply with IRS regulations, that certifies foreign status. This form needs to be completed by any foreign entity when making a payment to them. It is also used to validate a tax treaty exemption from, or a reduced rate of, withholding on copyright, royalties and scholarship/fellowship payments.  See Instructions.  July 2017
 Nonresident Alien Tax 8233 Nonresident aliens use this form to claim exemption from withholding on compensation for independent personal services.  See Instructions.  March 2009
 Internal Purchase Order (IPO) Request Form Form to be completed to request new internal supplier setup. Service providing unit needs to email completed form to coa@finance.rutgers.edu.  December 2016

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sourcing

The component of the procurment process that encompasses the selection of a supplier of these goods and services.
Sourcing is responsible for assisting units with the procurement process in the most cost-efficient and convenient way possible.

Document / Form Description Last Updated
Informal Bid Intake Form

Required form used when purchasing goods or services $10,000-$149,999 via Informal Bid Process.

This intake form ensures compliance with university policy and Uniform Guidance. This is a new form as of June 2018.

June 2018
RFX Intake Form

Required form used when purchasing goods or services $150,000 or greater via Formal Bid Process. This intake form ensures compliance with university policy and Uniform Guidance

June 2018
Waiver of Bid Request Form

Required form used to justify purchase of goods or services $10,000 and greater without bidding. This form replaces the Request for Single Sole Source Form. 

June 2018
Professional and Business Services Matrix Reference document to  determine which service engagements require ICED and a Statement and Work in support of purchase order request. June 2018
Independent Contractor or Employee Determination (ICED) 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 the form is located on the University Controllers Office Website, under Additional Information. May 2018
Third Party Security Questionnaire (TPRA) A checklist to assist units in evaluating the security/compliance of third parties or application service providers.  This is for the protection and security of Rutgers University information assets and resources. September 2017
Voluntary Product Accessibility Template (VPAT) A document that assists OIT to determine whether a supplier's hardware or software is accessible to users. June 2018
Equipment & Alterations To Building/Grounds Checklist A checklist used to remind units that Facilities assistance and approval may be necessary to complete with certain facilities or construction transactions (e.g. HVAC installment). July 2009
Vehicle Purchase Form This form must be completed by units wishing to purchase a vehicle for university business purposes. See instructions. April 2018
AT&T Cell Phone Order Form This form must be completed by units requested AT&T cell phone service.  This form must be submitted to University Procurement Services.  October 2018
Verizon Cell Phone Order Form This form must be completed by units requested Verizon cell phone service.  This form must be submitted to University Procurement Services.  July 2018

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CONTRACTING

 Contracting entails negotiating the terms and conditions in contracts, ensuring compliance with the
terms and conditions, as well as documenting and agreeing to any changes or amendments that may arise post contract execution.

Document / Form Description Last Updated
RU Procurement Terms and Conditions As incorporated into every Rutgers purchase order, the set of terms and conditions that govern procurement transactions. June 2018
Statement of Work Form Outlines the details of a service engagement, replacing the IT/PSPA and Performance Agreement.  See Instructions. June 2018
Supplemental Statement of Work Form

Outlines the changes to an existing Statement of Work. This form also replaces the IT/PSPA Amendment.  See Instructions.

June 2018
Business Associate Agreement The BAA is the legal instrument that enables the University to share Protected Health Information in a legal and safeguarded manner.
Please be advised the form is located on the University Ethics and Compliance website, under HIPAA. Read the Business Associate Agreement Instructions.
March 2018
Contract Deliverables Tracker Units are responsible for ensuring that the goods, services, deliverables and supplier payments are consistent with the requirements set forth in the related procurement contract.  See Instructions. June 2018

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accounts payable

Accounts Payable processes invoices to vendors, voids and reissues payments, handles non-payroll payments
for faculty, staff, and students, and maintains fiduciary responsibility for university funds.

Document / Form Description Last Updated
Check Request Matrix Reference document used to determine whether goods or services are eligible for processing via check request in RU Marketplace.  See instructions. May 2018
Non-PO Direct Upload Recipient Data File Form to be completed for payments for non-qualifying scholarships (formerly stipends), royalty (employee), TA/GA awards, patient refunds, non-employee refunds, petty cash, and human subject payments (to Principal Investigators). See Instructions. April 2018
Invoice Request Form Form to be completed in instances when a supplier does not provide invoices; only receipts. February 2018
Foreign Visitor Information Sheet for Payment Purposes For tax purposes, the IRS classifies individuals as U.S. citizens, permanent residents, such as green card holders, resident aliens, and nonresident aliens. This form helps determine how to classify a non-U.S. citizen and indicates what documentation must be completed before any payments can be processed. You should also review VISA statuses and payment eligibility (PDF). If you have any questions, please contact the Tax Services Department in the Office of the University Controller at 848-445-4212 . August 2016
Check Cancellation/Stop Payment Form Form to be completed to stop a payment, or have a check cancelled or reissued.  July 2017

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human subject payments

Document / Form Description Last Updated
Questionnaire for the Management of Funds Direct Disbursement Form Required form to initiate the request to procure Bank of America Gift Cards. This form must be submitted to Treasury for processing. February 2018
Bill Head Form Required form to initiate the request to pay human subject participants. This transaction is processed via non-PO upload or check request in RU Marketplace. Units must complete and email to payables@finance.rutgers.edu. February 2018

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Gift cards - Bank of America

Document / Form Description Last Updated
Questionnaire for the Management of Funds Direct Disbursement Form Required form to initiate the request to procure Bank of America Gift Cards. This form must be submitted to Treasury for processing. February 2018
Bill Head Form Required form to initiate the request to procure Bank of America Gift Cards. This form must be submitted to Treasury for processing. February 2018
Bank of America Visa Card Banking Agreement Form Required form to initiate the request to procure Bank of America Gift Cards. This form must be submitted to Treasury for processing. January 2018
Bank of America Visa Card Receipt Information Form Upon receipt of gift cards, units must complete this required form and email to apreconcile@finance.rutgers.edu. January 2018

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Gift cards - other

Document / Form Description Last Updated
Questionnaire for the Management of Funds Direct Disbursement Form Required form to initiate the request to procure Gift Cards from sources other than Bank of America. This transaction is processed via check request in RU Marketplace. February 2018

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travel & expense

Document / Form Description Last Updated
Travel Order Form This form is required to purchase air or rail tickets using the Direct Billing Option. April 2018
Lost Receipt Certification Form  This form must be completed for each lost receipt during travel, if the traveler was unable to secure a duplicate receipt, and attach to the expense report.  June 2018
Unused Air Ticket Affidavit This form must be completed for any reimbursement request for an unused airfare ticket June 2018
Travel Policy Exception Request This form must be completed and attached to traveler's expense report if out of policy exceptions are required due to unforeseen or unique circumstances August 2018

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