Frequently Asked Questions
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.
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.
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.
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.
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.
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.
BlackHawk does not have gift cards for all companies, but they do have over 300 options in a variety of categories (food, gas, department stores, restaurants, etc.)
BlackHawk has removed processing and shipping fee's for gift cards
Once BlackHawk receives the payment, the cards are usually received within 4-5 business days.
You cannot return unused gift cards.
Gift Cards will expire after 12 months
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.
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.
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.
No, airfare and rail (Amtrak) tickets are pre-paid by the University. This eliminates the need for travelers to wait until they return from a trip to submit charges for reimbursement.
Your department will be billed according to the account and amount indicated on each travel form.
FAQs For Suppliers
University Procurement Services establishes supplier contracts that include group and cooperative purchasing agreements.
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.
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.
We may reject any bid which does not meet, or substantially alters, the specifications, bid terms, or conditions of a proposal.
Suppliers must be invited by the units and/or University Procurement Services to participate.
Most Rutgers term contracts are for a period of three years with the possibility of two one-year extensions.
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.
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.
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.
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.
Not at this time.
An honorarium recipient is required to be registered as a supplier in PaymentWorks. Therefore, the recipient will need to complete and submit a registration.
If you are a registered supplier, all units at Rutgers can do business with you.
Once set up in PaymentWorks/RU Marketplace, you become an active supplier to everyone in the Rutgers community.
Yes, in PaymentWorks you can add two fulfillment/remit to addresses at a time.
PaymentWorks is a self service portal in which a supplier is responsible for updating, adding and deleting company information.
No, at this time all insurance and supporting documentations should be submitted to the unit that you are collaborating with.
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.
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.
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.
You will need to re-submit the invitation using an alternate email.
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).
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.
Individuals who are paid via non-PO upload submission are not included in PaymentWorks.
No, PaymentWorks allows one contact per supplier. The supplier can update that contact/add information after onboarding.
No need to send an invitation to existing active suppliers in RU Marketplace.
The previously activated supplier may no longer qualify as a Rutgers supplier.
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.
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.
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
Yes. If you do not see your supplier in RU Marketplace, they will need to be invited to PaymentWorks.
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.
- 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)
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.
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.
Reports for Open Commitments - Report 407 - Open and Closed Commitment displays supplier, concatenated chart of accounts segments, purchase order number, invoiced amount, status, and balances for the general ledger. Select “Line Status of Open” in the parameters to see open commitments only. Report 505 - Project Cost, Revenue, Budget, Commitments displays open commitments for projects
Purchase Orders and Commitments - The terms “commitment” and “encumbrance” are used interchangeably. Both terms mean a purchase order (PO) has been created to earmark funds for a specified purpose. When reviewing a report in the financial management system, the Budget-Actuals-Commitments is the available balance. Showing commitments on financial reports is a tool you can use to determine how much money remains on a PO that can be spent. The commitment will show on the project or general ledger string until the PO is invoiced against or closed out. If a PO is closed out before the end of a fiscal year, then the commitment will be reversed and the hold against the available balance will be removed. POs do not close out at the end of a fiscal year, which means commitments roll over provided that there is a balance on the PO.
Open POs and Funding - Commitments are a hold against an available PO balance. An open PO is a commitment and will lessen the available balance on a project string or general ledger string. Committed funds are not available for use for other purposes because they are set aside for payment of goods or services already ordered.
Commitments and Budgets - Closing a commitment does not change your budget amount. If you have a commitment at the end of a fiscal year and goods and services are not received before the fiscal year closes, then you should work with your department to secure funding for the following fiscal year as needed.
Open Commitments - All requisitions that are submitted for approval in RU Marketplace show as an open commitment in Oracle. When a requisition is approved and becomes a valid PO (RU Marketplace), then the requisition commitment is replaced with a PO commitment (Oracle). After an invoice is processed against a PO, the PO commitment is replaced with a charge to the Project or general ledger string. Once a month, the Controller’s Office manually removes open requisition commitments (Oracle) if the requisition was approved, withdrawn, rejected or returned. A cancel/close request can be submitted (RU Marketplace) to resolve a commitment issue if a PO number has been assigned.
These categories are opportunities to realize savings and prevent future expenses due to software license non-compliance. In calendar year 2021, Audit and Advisory Services (AAS) will conduct three, unit-level, IT security and support audits to look at software licensing as a component of the audit. At the universitywide level, AAS works closely with the Office of Information Technology’s (OIT) Governance Risk and Compliance unit to develop a strategy for identifying software licensing at the unit level and partnering with University Procurement Services and OIT to track and monitor discretionary spending in this area.
The discretionary spending approach is designed to reduce operating costs to meet Rutgers University budget challenges by focusing on incurring only necessary, appropriate, and reasonable expenditures for university’s mission. All Rutgers faculty and staff are being asked to exercise a continuous commitment to fiscally responsible spending, use sound judgement to help maintain business operations and programs that are financially sustainable, and adhere to discretionary spending guidelines.
Discretionary Spending In-Scope: An expenditure that is not considered necessary, appropriate and/or reasonable, and can be avoided. This assessment is based on sound judgment by requestors, requisitioners and approvers within each unit to make fiscally responsible decisions about optional/non-essential purchases.
Discretionary Spending Out-of-Scope: Costs that are unavoidable, required for units to function, and/or must be incurred for mission-critical operations.
Each unit may have its own internal purchase review and approval process prior to entering a purchase in RU Marketplace. Please consult your unit’s business manager(s) or Vice Chancellor’s office. A Discretionary Spending Approver has been added in RU Marketplace. Requisitions that meet all four conditions below are routed to the discretionary spending approver(s) for the assigned UDO after the department approver approves.
Is Natural Account code 5, 6, 7 (expense and internal purchase order account)
Is not Project code 5, 6, 7, 8 (endowment, grant, gift, capital project)
Is not Fund Type 360 (educational opportunity fund)
Is $5,000 and above
An escalation process has been established between the discretionary spending approver, University Procurement Services approver, Chief Business Officer, Chief Procurement Officer, and Chief Financial Officer.