Best Practices and Important Information

Below are generally accepted best practices for various topics in order to get specific tasks completed quicker and more efficiently. If there is a topic you’d like to see added to the list below, please let us know.
 
Categories:
Check Depositing
Expense Management
Reimbursements
Cash Advances
Business Purpose/Justification
Payroll
New Hires
 
 
 

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University Procurement Card
 
Request ProcedureAllowable ExpensesUnallowable Expenses
Unit 110 (FASC) P-Card usage needs to be requested by the department via the P-Card Request form. Once completed with all needed signatures (including the FASC Business Manager), the form can be sent to Jessica Sanchez for processing.
 
The P-Card should be used to procure goods or services (typically less than $2,500) that cannot be purchased via RU Marketplace. Full P-Card guidelines can be found here.
Common, allowable uses:
        • Catering
        • Emergency office, maintenance, or operational supplies
        • Facebook, LinkedIn, or other online forums used for ads
        • Guest lodging
        • Newspaper, journal
        • Online purchases (except for RU Marketplace catalogs)
        • Postage
        • Professional memberships, application and license fees
        • Printing and binding services
        • Registration for conference and seminars
        • Utilities
Unallowable uses:
        • Alcohol
        • Animals
        • Capital equipment (purchase of $500 or more with a life expectancy of at least 3years)
        • Cash advances, cash back on purchases, cash refunds on returns
        • Cell Phones
        • Charitable contributions
        • Chemicals
        • Computers
        • Contracted services from an individual
        • Employee relocation and relocation related expenses
        • Employee travel
        • Entertainment (meals, movie and event tickets, sporting event tickets, golf, etc.)
        • Gasoline
        • Gift cards
        • Hazardous/radioactive materials
        • Independent contractors or sub-contractors
        • Individual personal meals
        • Medical/surgical supply items
        • Personal purchases
        • Pre-payment for purchase orders
        • Purchases from contract suppliers participating in RU Marketplace catalog
        • Purchases with a potential risk or exposure to liability for the University such as items that present special health, safety, occupational or environmental risks (e.g., radioactive material, animals, controlled substance, ammunition, etc.)
        • Rental agreements
        • Retreat expenses
        • Sponsorships / Donations
        • Tangible gifts for employees valued at $100 or more
        • Temporary employment
        • Tuition payments
 

 
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Procurement
 
Non-PO Upload
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General InfoForm, Links, Back UpProcedureContact Info
The Non-PO Upload process is a transaction process used for paying individuals rather than businesses. Non-PO Uploads make it simple to submit a payment request for multiple individuals at once and allow you to track the status of the request. Payment is made in the form of a check. In some cases, a Check Request can also be used.

This process can be used to pay individuals for:

  • Human subject payments/direct disbursements (to Principal Investigator)
  • Non-employee refunds (excluding travel or business expense)
  • Non-qualifying scholarships (formerly stipends)
  • Petty Cash (pending Accounting approval)
  • Patient refunds
  • Royalties
Non-PO Direct Upload Data File (instructions are on the first tab of file)

SharePoint – upload all required, approved documents to SharePoint for processing

Non-PO Transaction Matrix (password for file is matrix, all lowercase)

 

A list of types of Non-PO Uploads and required documentation for each can be found at https://procurementservices.rutgers.edu/accounts-payable/non-po-upload-request 

1.) Departments first need to complete the tab labeled “Non-PO Upload Template” on the Non-PO Direct Upload Data File

See instructions on the excel file tab labeled “Instructions” (3a-3ii) for more information about individual fields.
If GL/PJ information is needed, please reach out to the FASC Business Office

2.) Departments need to complete the tab labeled “Non-PO Upload Approval Form” by filling out the department field, address (of department, where checks will be sent to), and date. Enter both the total amount of the submission, as well as the total line items. The type of payment needs to be marked. If “Other” is marked, please provide further explanation.

3.) Send completed Non-PO Direct Upload Data File to Rosa Rivera, FASC Business Manager, along with all backup information for review and approval.

4.) Once approved, create a Non-PO Upload request in Marketplace. Do not upload any documents to the requisition, as most information for this request contains sensitive information. Update the Non-PO Upload excel file with the requisition number and date (tab “Non-PO Upload Template”, cells B1 and D1)

5.) Upload all back up information, including the excel file, to SharePoint*. (Choose “New” > New Folder > name folder the requisition number > upload all required documents)

If you do not have access to SharePoint, you will need to email procure@finance.rutgers.edu to request it. 

Non-PO Upload questions can be directed at uploads@finance.rutgers.edu


Questions about COA information and approvals can be directed to the FASC Business Office: fasc-businessoffice@camden.rutgers.edu


If you do not have access to SharePoint, you will need to email procure@finance.rutgers.edu to request it. 


For those that wish to have the Camden Shared Services Center submit both the Marketplace requisition and upload required documents to Sharepoint on your behalf, please reach out to shared-services@camden.rutgers.edu

Requisitions, Purchase Orders, and Invoices
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RequisitionsPurchase OrdersInvoicesNeeded Forms
Requisition information here. Types of form (quick vs service). business requisition. preferred account codes. use quote, not invoice – confirming orders. check to make sure email/fax distribution is correct. SHARED SERVICES PORTAL. 

Purchase order information here. POs need to be maintained and closed when no longer in use. Blanket POs that are anticipated to cross FYs should have multiple lines for each FY, $1 that can be modified later. How to get official copy of PO (not summary page) for vendor

Invoice information. need to be sent to AP. *****invoices over $5000 will go to Business Office for review; where to see check information. accounting date vs check release date. net terms. 

Requests for purchases come in multiple categories, each with their own required documents and forms.

Documents needed:

  • Quote – for goods and services under $10,000, Rutgers shall obtain a quote from a supplier prior to issuance of a purchase order.
  • Informal Bid form – For goods and services between $10,000-$149,999; bids or proposals must be obtained from multiple prospective suppliers prior to issuance of a purchase order.
  • Formal Bid – For goods and services $150,000+; University Procurement Services will work in consultation with the Unit making the purchase. UPS will conduct a sealed bid or competitive proposal process.
  • Waiver of Bid – For goods and services $10,000+ where neither the Informal Bid nor Formal Bid methods are viable. Rutgers may seek a non-competitive procurement with sufficient justification.

The Check Request Matrix contains categories deemed appropriate for Check Request usage, appropriate natural accounts to use, and required back up for each category.

A Professional Service Matrix is available, which lists types of professional services and their required documentation. On this matrix are links to the State of Work (SOW) and Independent Contractor or Employee Determination (ICED) forms.

All requisitions require a business purpose. Requisitions that do not have a business purpose/justification will be returned to the preparer for resubmission. Click here for examples of appropriate/inappropriate business purposes/justifications.