Forms Repository

You will need to complete certain forms in order to fulfill and track purchase requests. You can download purchasing forms, complete them electronically and upload them to RU Marketplace. Some of these forms are general, whereas others are specific to certain transactions.

As forms are updated frequently, you should download the necessary forms from this page for each request to be sure that they are following the most current protocol. As always, please contact us with any questions.

System Access

Document / Form Description Last Updated

RU Marketplace Access Request Form

Form may only be completed and signed by the Business Manager. To request RU Marketplace system access, individual roles and to create/update requisition approval hierarchy, please complete the form and email to procure@finance.rutgers.edu.

August 2017

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
Tax Exempt Status Letter Tax Exempt status of Rutgers, The State University of New Jersey. July 2018

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 who will receive payments from Rutgers University. Downloadable form available for suppliers.  

November 2017

W-8Ben

A form used to comply with IRS regulations that certifies foreign status. This form needs to be completed when a payment is to be issued to a foreign individual. The foreign individual must complete this form. This form is also used to validate a tax treaty exemption from, or a reduced rate of withholding on copyright, royalties and scholarship/fellowship payments. Downloadable form available for suppliers.  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 when a payment is to be issued to a foreign entity. The foreign entity must complete this form. This form is also used to validate a tax treaty exemption from, or a reduced rate of withholding on copyright, royalties and scholarship/fellowship payments. Downloadable form available for suppliers.  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

Ownership Disclosure Statement This form must be fully completed and signed by an authorized representative of the supplier and uploaded to the Rutgers supplier portal, hosted by PaymentWorks.
May 2019

Sourcing

Sourcing is the component of the procurement process that encompasses the selection of a supplier of goods and services. This process assists units with selecting the most cost-efficient and convenient supplier possible.

Document / Form Description Last Updated

Informal Bid Intake Form

Required form used when purchasing goods or services of a value of $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.

See instructions
See instructional video

June 2018

RFX Intake Form

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

See instructions
See instructional video

June 2018

Waiver of Bid Request Form

Required form used to justify purchase of goods or services of a value of $10,000 and greater without bidding. This form replaces the Waiver of Bid Request form.

See instructions
See instructional video

June 2018

Professional and Business Services Matrix

Reference document to determine which service engagements require ICED and a Statement of 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 form must be completed by the supplier.

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 obtain with certain facilities or for certain 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 requesting AT&T cell phone service. The form must be returned via email to OIT, or contact OIT Reporting and Billing at (732) 743-2550

October 2018

Verizon Cell Phone Order Form

This form must be completed by units requesting Verizon cell phone service. The form must be returned via email to OIT, or contact OIT Reporting and Billing at (732) 743-2550

July 2018

Contracting

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

Document / Form Description Last Updated

RU Procurement Terms and Conditions

The set of terms and conditions that govern procurement transactions. These terms and conditions apply to every Rutgers purchase order processed by the University.

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 that the form is located on the University Ethics and Compliance forms page under "HIPPA". 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

Accounts Payable

Accounts Payable processes invoices to vendors, voids and reissues payments, handles non-payroll payments to 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 made 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 or 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 to the individual. Review VISA statuses and payment eligibility (PDF). Please contact the Tax Services Department in the Office of the University Controller at (848445-4212 with any questions.

August 2016

Check Cancellation/Stop Payment Form

Form to be completed to stop a payment, or to have a check cancelled or reissued.

July 2017

Human Subject Payments

Compensation of human subject for time and efforts in participation in clinical trial. Payment is made via gift cards by check request or via check to the PI to distribute, by non-PO upload.

Document / Form Description Last Updated

Questionnaire for the Management of Funds Direct Disbursement Form

Form required to initiate the request for human subject payments (gift card and check payment to PI). This form is only required for payments to be issued to human subjects. See submission instructions on the form.

December 2018

Bill Head Form

Form required to initiate the request for human subject payments (check payment to PI only). See submission instructions on the form.

December 2018

Gift Cards

Payment made to store-card supplier and SVM (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.

Document / Form Description Last Updated

Questionnaire for the Management of Funds Direct Disbursement Form

Form required to initiate the request for human subject payments (gift card and check payment to PI). This form is only required for payments to be issued to human subjects. See submission instructions on the form.

December 2018

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. The traveler must complete and attach this form 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