Make A Purchase

The guide below will help you determine the best method to procure goods or services.

  1. Determine if the good or service can be obtained from excess or surplus inventory as an alternative to making a purchase by referring to the University Materials and Logistics webpage.
  2. Determine if the good or service can be purchased by Internal Purchase Order (IPO). If it cannot, proceed to Step 3.
  3. Verify that the good or service can be purchased by check request. If it cannot, proceed to Step 4.
  4. Determine if the good or service can be purchased using a universitywide contract. If not, proceed to Step 5.
  5. The purchase must be made on purchase order using RU Marketplace forms. Choose Purchase Orders via RU Marketplace Forms below according to the total value of the good or service.

 

Internal Purchase Orders (IPO)

You can procure goods and services from other University service units within RU Marketplace, such as website design services. Follow the steps below to determine if the good or service can be purchased via the Internal Purchase Order (IPO) Form.

  1. Go to myRutgers Portal for a complete list of active internal suppliers in RU Marketplace. Use the Active IPO Search job aid for assistance. Units that already know the specific supplier can go to Shop, and search by "IPO: supplier name." For example, "IPO: Academic Foundation Center."
  2. If the internal supplier is not set up in RU Marketplace and needs to be, reach out to the Controller's Office for approval at (848) 445-2100. Once approved, make a request for an IPO within RU Marketplace.
  3. Be sure to use the account code specified on the IPO internal form.
  4. Wait for unit approvals.
  5. System generates the IPO and sends order to servicing unit.
  6. Contact the internal unit for requisition assistance using RU Marketplace for contact information.

What if I have to change the order?

  1. Submit the Order Modification Form in RU Marketplace.
  2. Contact the servicing unit to communicate the change.
  3. Procurement receives the Order Modification Form via RU Marketplace and modifies the order in the system.

Related Job Aids and Training

Related Policy

Check Requests

Check requests are used to request payment for certain expenses that do not require the involvement of a purchasing agent. To complete a purchase by check request, follow the check request process.

Purchase Orders via RU Marketplace Forms (Up to $10,000)

  1. Determine if there is an existing contract with the supplier.
  2. Ask us about any additional requirements or documentation needed, if there is a contract.
  3. Review Non-Contracted Suppliers requirements before obtaining a quote from a supplier, if there is no contract.
  4. Refer to our Supplier Diversity webpage or Find Products and Services for a list of potential diversity suppliers.
  5. Obtain a quote from the supplier.
  6. Determine if the order is allowable as a Quick Order. If it is allowable, complete the Quick Order form in RU Marketplace.
  7. Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.
  8. Complete a goods or service request form in RU Marketplace with quote and proposed contract attached, if required.

Related Job Aids and Training

Related Policy

Purchase Orders via RU Marketplace Forms ($10,000 - $149,999)

  1. Determine if there is an existing contract with the supplier.
  2. Purchasing from contracted suppliers requires one quote unless otherwise specified. No other forms are needed unless specified. The quote should be attached to the requisition as an external attachment.
  3. Refer to our Supplier Diversity webpage or Find Products and Services for a list of potential diversity suppliers.
  4. Review Non-Contracted Suppliers for additional documentation needed depending on the purchase, if there is no contract.
  5. Non-contracted supplier purchases require two or more competitive quotes and a completed Informal Bid Intake Form. Review the instructions prior to making a purchase.

 

If the good or service can only be purchased from one supplier, the purchase requires one (1) quote and a Waiver of Bid Request form. Follow the Waiver of Bid Request process. See instructions.

  1. Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.
  2. Complete a goods or service request form in RU Marketplace with quote, a completed Waiver of Bid Request Form and proposed contract attached, if required.
  3. Wait for unit approvals.
  4. The purchase order is issued and the process is complete.

Related Job Aids and Training

Related Policy

Purchase Orders via RU Marketplace Forms ($150,000 +)

  1. Determine if there is an existing contract.
  2. If there is a contract, ask us about any additional requirements or documentation needed.
  3. If there is no contract, initiate a Request for Proposal. You will be required to complete the RFX Intake Form. See the instructions for assistance.
  4. If the good or service can only be purchased from one supplier, the purchase requires one (1) quote and a Waiver of Bid Request form. Follow the Waiver of Bid Request process.
  5. Complete a goods or service request form in RU Marketplace with the quote and proposed contract attached, if required.
  6. Wait for unit approvals.
  7. The purchase order is issued and the process is complete.

Related Job Aids and Training

Related Policy