University Procurement Services Procedures Manual

University Procurement Services manages a diverse selection of goods and services used by Rutgers University, and establishes and handles all supplier relationships and associated processes with the university, from sourcing, contracting, placing orders, shipping, receiving, invoicing and payments. 

The University Procurement Services Procedures Manual is a compilation of process and procedures related to Procurement, Accounts Payable, and Expense Management

The Manual includes:

 

1.0 Procure-to-Pay/Oracle Expense Management

  • Accessing RU Marketplace
  • RU Marketplace Training
  • Accessing Oracle Financial Management System
  • Oracle Expense Training

2.0 Supplier Management

  • New Supplier Set Up
  • Supplier Record Maintenance
  • Prospective Suppliers
  • Supplier Ethics
  • Debarred Supplier List
  • Supplier Diversity Program
  • Federal Contracting and the Small Business Contracting Plan (SBSP)
  • Supplier Management Post Contract Award

3.0 Sourcing

  • Sourcing Order of Preference
  • Sourcing Methods (Supplier Selection)
  • Formal Bid Process
  • Waiver of Bid Process
  • Additional Required Documents
  • Other Approvals/Notification Needed
  • Federally Funded Sourcing
  • Sustainability

4.0 Contract Management

  • Contract Types
  • Contract Creation and Total Contract Manager Setup
  • Contract Review and Negotiation 
  • Contract Execution and Total Contract Manager Activation
  • Contract Management/Tracking of Deliverables
  • Contract Amendments
  • End of Contract Options

5.0 Ordering Goods and Services

  • Purchase of Goods or Services
  • Alternate Transactions
  • Change Orders
  • Ontracting Plan (SBSP)
  • Supplier Management Post Contract Award

6.0 Shipping and Receiving

  • Shipping
  • Receiving Goods and Services
  • Mail Services

7.0 Invoicing

  • Invoice Intake
  • Invoice Review and Validation
  • Invoice Processing
  • Invoices with Special Considerations
  • Approved and Completed Invoices

8.0 Payments

  • Methods of Payment
  • Non-Purchase Order (PO) Upload Requests
  • Change in Payment Terms
  • Miscellaneous Transactions
  • Utilities
  • Direct to Oracle Feeds
  • Taxes

9.0 Records Maintenance

  • Record Retention
  • Open Public Records Act
  • Audits
  • Special Reports

10.0 Ethical Conduct

  • Confidentiality
  • Conflicts of Interest
  • Prohibition of Gifts from Suppliers
  • Unauthorized Purchases
  • Debarred Supplier List

11.0 Travel and Expense Management

  • Expense Report Allowance
  • Guidelines by Expense Type
  • Access to the Oracle Expense Management System
  • Reimbursement Set-up
  • Expense Report Creation
  • Finance Approver
  • Expense Report Approval
  • Expense Report Audit
  • International Travel Procedure
  • Methods of Payment
  • Non-Purchase Order (PO) Upload Requests
  • Change in Payment Terms
  • Miscellaneous Transactions
  • Utilities
  • Direct to Oracle Feeds
  • Taxes