Frequently Asked Questions

Purchasing FAQs

Does a supplier need to be in RU Marketplace before you begin the requisition process?

Yes. If you need to add a new supplier, you will need to complete a Request New Supplier form. Click on the Supplier icon within the left sidebar once in RU MarketPlace.

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.

It is encouraged to contact the appropriate University Procurement Services Help Desk with any questions about purchasing  products from non-contracted suppliers.
 

How can I find out which Procurement Services staff member is my liaison?

View the liaisons in Key Contacts or contact University Procurement Services Help Desk for assistance.

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 is the dollar threshold for competitive bids?

See Section V in the Procurement and Payment Policy 20.1.11 (PDF) for details about competitive bidding.

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?

When there are no competitive sources available, the unit must complete a Wavier of Bid Request.  

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 accountspayable@finance.rutgers.edu.

Is Rutgers University tax exempt?

Yes, University purchases are exempt from the payment of New Jersey sales and use tax. Contact Tax Services if a supplier questions the University's exemption policy.

Accounts Payable FAQs

Where should invoices be sent?

Suppliers must send invoices via email to: accountspayable@finance.rutgers.edu.

What is the difference between scholarships, fellowships, prizes & awards and non-qualifying scholarships?

Please visit Guidelines for Student Award Payments for information on these types of monetary awards.

When should I use a check request?

There are many uses for check requests. Visit check requests to learn when to process a check request, and to learn more about the required supporting documentation. For specifics on the process, visit Initiate a Check Request

Are reimbursements processed through my paycheck taxed?

No, there is no tax implication, unless the reimbursement is for a relocation.  Please visit Process an Employee Relocation Reimbursement for more information. 

How do I apply for a UPS CampusShip account?

See the UPS supplier page within Find Products and Services.

How do I complete a UPS Airbill so that I am billed correctly?

See the UPS supplier page within Find Products and Services.

Travel and Expense FAQs

My unit has its own policy regarding reimbursement of travel expenses, is this allowed by the University?

At minimum, all Rutgers units are required to follow Travel, Travel Incidentals, and Meal Expense Policy 40.4.1, however individual units may have more restrictions.

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. 

Does the reimbursement requester still have to physically sign the expense report?

No. Please visit Booking Travel for more information on expense reports.

Can I be reimbursed for my travel related expenses before I return from my trip?

No. Please visit Reporting Travel Expenses for more information on reimbursement of travel related expenses.

May I request reimbursement for a passport or visa for foreign travel, if required?

Yes. if required for business.   See other qualifying expenses for reimbursement.  

Are the costs of vaccinations and immunizations reimbursable if they are required for University business travel?

Yes, if required for business.  Please visit Reporting Expenses for more information.

What receipts are required to support the expenses?

Please visit Reporting Expenses to learn what receipts are required.

What if I lose my receipt?

Prepare a Lost Receipt Certification Form (DOC) and electronically attach it to the expense report.
Please visit Reporting Expenses for more information.

 

What if my receipt has someone else’s name on it?

Travelers should obtain a memo from the person named on the receipt authorizing reimbursement. Please visit Reporting Expenses for more information.

Can I be reimbursed for telephone calls while traveling?

Yes. Please visit Reporting Expenses for more information.

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 want to take my family or a friend on my business trip?

Any additional cost is considered a personal expense. Please visit Travel Responsibilities for more information.

What if I combine personal travel with my business travel?

Any additional costs resulting from combining personal travel with University business travel are the responsibility of the traveler. Please visit Travel Responsibilities for more information.

How do I convert foreign currency to U.S. Dollars?

The Oanda currency converter tool should be used when actual currency exchange receipts or credit card statements are not available. Please visit International Travel for more information.

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.  

Are gift cards reimbursable?

No, however the unit may order gift cards through SVM by completing the questionnaire.

For Suppliers FAQs

How can I find out which category manager handles my commodity?

Please view the key contacts or contact University Procurement Services Help Desk for assistance.

Are there preferred suppliers?

University Procurement Services establishes supplier contracts that include group and cooperative purchasing agreements.

How does the competitive bidding process work?

Please visit Our Buying Process to learn how the competitive bidding process works.

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?

Major renovation projects of $2 million or more, new construction, selection of architects and real estate purchases are handled through University Facilities and Capital Planning.

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.

What are the insurance requirements?

Standard insurance requirements are set forth in the Standard Terms and Conditions.

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.

Direct Billing FAQs

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:

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.