Frequently Asked Questions
Do you have to use a contracted preferred supplier?
No, but it is strongly encouraged that you use the University’s contracted suppliers as the first choice of suppliers. In general, you should use the University's contracted suppliers for purchases. The University’s commitments to these suppliers grant quantity pricing, which benefits all units. When you buy through these supplier contracts, you generally do not have to obtain additional quotations, or use the competitive bid process.
How long will it take to process my requisition?
The time it takes to process your requisition depends on the nature of the items you are purchasing and how long it takes your unit to work through the approval process in RU Marketplace. Once your unit approves the requisition, you may track the status by typing your requisition number search field on the top right of the RU Marketplace page.
What do I do if a supplier gives me an agreement to sign?
Do not sign any agreement. Units do not have authority to sign supplier agreements on behalf of the University. Agreements requiring signature must be forwarded to University Procurement Services for signature; the corresponding requisition number should also be included.
What happens if there are no competitive sources available for my unit’s purchase, or if there is a reason why my purchase cannot be bid?
A supplier contacted my unit saying they have not received my purchase order. Should my unit resend the purchase order?
Do not attempt to resend a purchase order, as it may result in a duplicate order. Instead, please look at the history of the purchase order in RU Marketplace to ensure that Rutgers has sent the purchase order. If so, and the supplier still has not received it, contact University Procurement Services Help Desk.
My unit ordered items some time ago and has yet to receive them. What should my unit do?
Contact the supplier via phone or email to inquire about delivery status of the order. Please be advised if this supplier does not have a contract with the University, the unit must contact the supplier for all inquiries regarding the purchase. If there appears to be a problem with a University contracted supplier order, contact University Procurement Services Help Desk for further assistance.
If the supplier sends my unit an invoice, is it okay if I forward the invoice to the Accounts Payable team for processing?
Units should not receive nor forward invoices to Accounts Payable on the supplier’s behalf. Purchase orders clearly state that it is the supplier’s responsibility to send invoices to Accounts Payable at firstname.lastname@example.org.
What is the difference between scholarships, fellowships, prizes & awards and non-qualifying scholarships?
Are reimbursements processed through my paycheck taxed?
My unit has its own policy regarding reimbursement of travel expenses, is this allowed by the University?
Is there a different policy for visitors?
No, the policy is the same. Please see Travel, Travel Incidentals, and Meal Expense Policy 40.4.1. Please also visit How to Expense for students and guests to learn about the process for reimbursement.
My conference begins on the 10th of the month and ends on the 17th. Do I have to fly out on the 10th and return on the 17th?
No. Rutgers allows for one day pre-business and one day post-business date (e,g, in this case, you may fly to the location on the 9th and return on the 18th). Please visit Reporting Expenses for more information.
What if I combine personal travel with my business travel?
My unit has an immediate need for equipment that will cost several hundred dollars. Will I be reimbursed if I use my personal credit card?
The University limits reimbursement of personal funds used to purchase goods or services to a maximum of $500, including sales tax and shipping, or software. Purchases in excess of this amount must be processed through University Procurement Services.
FAQs For Suppliers
Are there preferred suppliers?
University Procurement Services establishes supplier contracts that include group and cooperative purchasing agreements.
What are the factors taken into consideration when determining an award?
Supplier awards are based on the most responsible and responsive qualified bidder who meets all specifications, terms and conditions of the bid proposal.
Some factors considered in addition to price may be quality, adherence to specifications, delivery, service and warranty, depending on the intended use of the commodity or service. Bids are awarded based on price only when quality, delivery, etc. are equal.
The University reserves the right to waive technicalities or minor discrepancies in any bid, if waiving would serve the best interest of the University.
How will I know if I'm getting an award as the result of my bid submission?
Bidders are notified in writing via an intent to award, or notice of award letter, usually within 120 days after the bid has been publicly opened. The award is final unless the University Procurement Services Chief Procurement Officer determines that a bid protest merits a stay or holding of the contract award. The award notice or intent to award is not a notice to proceed. The bidder who receives the award cannot proceed without a University purchase order.
What may cause my bid or proposal to be rejected?
We may reject any bid which does not meet, or substantially alters, the specifications, bid terms, or conditions of a proposal.
How does a supplier get on a bid list?
Suppliers must be invited by the units and/or University Procurement Services to participate.
Generally, what is the term of most contracts?
Most Rutgers term contracts are for a period of three years with the possibility of two one-year extensions.
Where does a construction company, architect or engineer find out about potential opportunities?
Are pre-bid or pre-proposal conferences required?
No. If the requesting unit and Procurement decide that a pre-bid or pre-proposal conference is necessary, the RFP solicitation will clearly state the information and requirements including the date, time and place of the event.
Is bonding required on all bids?
The University does not normally require bid bonds. The University, however, may call for performance bonds, and may also solicit alternative bonding methods. In the event of default of the contractor, the University may procure the articles or services from other sources and hold the contractor responsible for excess costs incurred.
Who is responsible for issuing and approving payments?
Suppliers are responsible for submitting invoices. All invoices must be submitted directly to Accounts Payable. If the invoice does not have a purchase order number, the payment will not be processed.
What are the payment terms?
Rutgers University standard payment terms are based on the payment method and are from the invoice date, unless stated otherwise.
Every effort is made to take advantage of any prompt payment discount (e.g. 2% 10 days) that a supplier offers.
I currently do business with Rutgers, and am active in RU Marketplace. Do I need to complete a registration in PaymentWorks?
Not at this time.
I am receiving an honorarium. Do I need to complete a registration?
An honorarium recipient is required to be registered as a supplier in PaymentWorks. Therefore, the recipient will need to complete and submit a registration.
I am set up in PaymentWorks/RU Marketplace. Must units to do business with me?
If you are a registered supplier, all units at Rutgers can do business with you.
Once set up in PaymentWorks/RU Marketplace, am I a contracted supplier?
Once set up in PaymentWorks/RU Marketplace, you become an active supplier to everyone in the Rutgers community.
I registered in PaymentWorks but I have more than two remit to addresses. Can I add more?
Yes, in PaymentWorks you can add two fulfillment/remit to addresses at a time.
I am registered in PaymentWorks and I want to remove an address. Can do I do that?
PaymentWorks is a self service portal in which a supplier is responsible for updating, adding and deleting company information.
I am registered in PaymentWorks and I want to attach an insurance form. Do I attach it in PaymentWorks?
No, at this time all insurance and supporting documentations should be submitted to the unit that you are collaborating with.
What does an existing RU Marketplace supplier do when a record update is needed?
NEW SUPPLIER ONBOARDING
What are the reasons for supplier rejection?
Suppliers are rejected for the following reasons:
- Debarred supplier
- Duplicate supplier
- Supplier whose good or service is already contracted with the University; look on our Find Products section
- Supplier is a Rutgers employee
- Incorrect supplier information
- Personalized message is directed to anyone other than the supplier
If a supplier email needs to be resubmitted, you will need to create a new invitation request using a different email.
Can I register on behalf of the supplier (including speakers)?
No, the Rutgers community no longer has the ability to submit documentation and information on behalf of the supplier; registration needs to be completed by the supplier.
How do I invite a supplier?
Invite the supplier through PaymentWorks; see the job aid for Inviting a Supplier. Any supplier may be invited, but the request will first need to go through a University Procurement Services approval process; supplier requests may be rejected based on various factors.
My invite is undeliverable. What should I do?
You will need to re-submit the invitation using an alternate email.
Is there a different process for foreign suppliers?
Partly. Prior to registration through the PaymentWorks system, foreign individuals must contact Tax Services to register with Glacier. For foreign entities, the process stays the same (no need to register with Glacier).
Can you tell me the status of my supplier's onboarding?
Please see the job aid for Checking Status of a Supplier. The turnaround time depends on the complexity of the supplier AND how quickly the supplier is able to submit correct /complete registration and documentation, along with the backlog of applications at the time.
Are individuals with payments processed via our Non-PO upload process required to register in PaymentWorks?
Individuals who are paid via non-PO upload submission are not included in PaymentWorks.
Can I submit an invitation to more than one email?
No, PaymentWorks allows one contact per supplier. The supplier can update that contact/add information after onboarding.
Do I need to invite an existing supplier if they are not in PaymentWorks?
No need to send an invitation to existing active suppliers in RU Marketplace.
I have done business with a supplier previously, but now they are being rejected in PaymentWorks. Why is that?
The previously activated supplier may no longer qualify as a Rutgers supplier.
How are supplier updates handled?
For legacy suppliers (not onboarded through PaymentWorks), the Rutgers community must submit an RU Marketplace Supplier Maintenance Request Form to add or update information. For suppliers in PaymentWorks, the supplier must log in to PaymentWorks to add or update information.
If you are not sure where the supplier record was created, please complete the RU Marketplace Supplier Maintenance Request Form.
How to I know if my supplier is in PaymentWorks or RU Marketplace?
To check for supplier status in PaymentWorks, see the PaymentWorks job aid for assistance. For RU Marketplace, you will need to check RU Marketplace. If you see them, they are an approved supplier and can be used for shopping.
If a student needs to be paid, do they get set up in PaymentWorks?
It depends on a few things:
1) Payment type (is this for a non-PO upload, for example)?
2) Employment status (individuals who receive a payroll check would be reimbursed via Expense Management).
3) Individuals who are not paid via payroll or fall under the check request matrix payment types must go through PaymentWorks.
For Rutgers payroll employees, suppliers are paid via Expense Management. For students
My supplier was deactivated in RU Marketplace. Do they need to be invited via PaymentWorks?
Yes. If you do not see your supplier in RU Marketplace, they will need to be invited to PaymentWorks.
What happens when a supplier's federal ID number changes?
An invitation request through PaymentWorks will need to be created and sent for approval. However, if you have been alerted that only a supplier's name is changing (but the federal ID stays the same), you will need to submit a Supplier Maintenance Request Form to update the name (for suppliers onboarded prior to September 16th). If the supplier was onboarded on September 16th and later, the change will need to be made in PaymentWorks.
I am an employee of Rutgers, but when I click on the PaymentWorks tile I get an internal error massage. What do I do?
- Go to: https://netid.rutgers.edu
- Click on “Manage Email Addressed” on the left panel
- Log in with your NetID and Password
- In the “Official Rutgers Email Address” section, add your Rutgers email address and Click on “Submit Request”
- Wait 2-3 hours until Email address is populated , then try to login to Supplier Portal (PaymentWorks)
How is ICED handled in this process?
ICED is not handled in the supplier onboarding process. ICED forms will still need to be attached, by the units, when a requisition is submitted.
What is Glacier? When and how do I access it?
Glacier is Nonresident Alien Tax Compliance System that foreign visitors/individuals use to provide their immigrant and tax data. Contact the Rutgers Tax Department at 848-445-2054 for assistance.
What is the direct billing option?
Travelers who do not want to use personal funds can use our direct billing option, which is a ghost credit card payment system available through our preferred travel agencies for airfare and rail tickets only. The cost of the ticket, including the travel agency's service fee, is charged to the university using this option. Travelers can purchase tickets through one of our preferred travel agencies by completing the appropriate online travel form.
What are the advantages of the direct billing options?
The Rutgers business traveler will have the amount of the airfare or rail ticket directly billed to the University account(s) indicated on the travel form. There is no need to request a travel advance to cover airfare or rail.
Can I use a personal credit card for the purchase of air or rail tickets through the preferred travel agencies?
Yes, an expense report must be submitted for all Rutgers business travel expenses when reimbursement is requested. After you return from the trip, access the Rutgers Expense Management system through myRutgers portal to create and submit an expense report.
How will my unit be billed?
Your department will be billed according to the account and amount indicated on each travel form.
If I find a less expensive ticket on the internet or with the airline directly, can I purchase it?
Yes, University travelers can purchase airline tickets:
- through the University preferred travel agencies, or
- through the internet, or
- with the airline directly.
If a ticket is purchased on the internet or with the airline directly, the traveler is required to complete and submit an expense report once travel is complete. You can create an expense report by logging in to myRutgers portal, clicking the Cornerstone tab, opening the Expense Management app under the Finance section, and clicking Create Expense Report.