ACH/Direct Deposit Form

Accounts Payable department authorization agreement for the automatic deposit of Rowan University vendor payments.

Please note that before ACH information is updated in Banner, a phone call confirmation by Accounts Payable of the information must first be completed. Once the information is confirmed via phone call, a pre-note will go out. After this, the vendor’s next payment(s) will be paid via direct deposit.

• ACH Credit Transfer Setup Form 

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Gift Cards 

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Non-PO Payment Request

This form is used to process payments and reimbursements for reasonable allowable expenses incurred for business purposes as described in the University policies.

FORM - updated as of 12/07/2023

The form below should be utilized for all bank codes:

• Bank 24 - SJ Tech Park
• Bank 25 - Rowan Foundation
• Bank 30 - Rowan General Disbursement
• Bank 33 - RGI (separate entity that is a not a part of Rowan University) 

NEW FEATURES:

• Condensed Form - Select the applicable bank code on the top right of the form to populate the appropriate signatures.
• Validate Form - The Validate Form button is a new feature that allows users to verify all the necessary sections of the form have been completed before submission.
  • Select the Validate Form button on the bottom right of the form and the fields that were missed will appear on the screen.
  • Update the fields as needed.
• Examples - Click the text in blue to link to a webpage or show examples of the data to enter in a particular field.
• Extensions - When a Chrome Extension for Adobe is installed on a computer, select the 'Open in Desktop App' button to utilize the form features.
  
  
• Non-PO Payment Request 
  
  

 CATEGORY LIST

Review the Non-PO Category List below to assist in determining when the form can be utilized for payment.

• Non-PO Category List - updated as of 01/09/2024

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Receptions and Entertainment (purchase of food or beverage)

• Entertainment/Official Reception Request 

Note: When a Chrome Extension for Adobe is installed on a computer, select the 'Open in Desktop App' button to utilize the form features.

Reminder:

Gourmet Dining Food Service Waiver

The Rowan University Food Service Agreement with Gourmet Dining grants Gourmet the exclusive rights to food service on the Rowan campus including the main Glassboro campus, the Stratford campus, and the Camden campuses of CMSRU & the undergraduate college for all internal and external clients. As per contractual guidelines with Rowan University, the use of outside food service vendors must be approved by Gourmet Dining in order to not be in violation of said contract.

In order to request the use of an outside vendor on the Rowan campuses one must submit a food service waiver request form for review to Gourmet Dining at least two weeks in advance of the anticipated service. Once received Gourmet will contact the client to discuss their services and offerings to base the approval or denial of the food service request.

To submit for a food service waiver click here.

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Rent Form

This form is used to process monthly rent payments for the fiscal year.  All sections of the form should be completed at the start of the new fiscal year with supporting documentation attached and sent to invoices@rowan.edu.  Supporting documentation must include the Rent/Lease agreement.

• Rent Form

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Tax Exempt 

The University is only tax exempt for purchases made in New Jersey and Florida. Buyers are required to inform suppliers of our tax status to ensure that we are not charged for sales tax. The exemption is not applicable to taxable services such as out-of-state travel. 

• New Jersey
• Florida

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Travel

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Void Check

Voided checks are not to be destroyed. If a check is no longer needed, send the check(s) to the Accounts Payable Office for tracking purposes with a Void Check Request Form. If a check needs to be reissued, contact the Accounts Payable Supervisor to submit the request. Check discrepancies are also addressed by the Supervisor of Accounts Payable via email. Complete the Void Check Request form and forward to AP with an explanation. Allow five (5) business days for processing. 

• Void Check Request

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W-9 

A completed W-9 Form must be on file in the Office of Contracting and Procurement in order for each vendor to be set up.

• IRS Form W-9 - Request for Taxpayer Identification Number and Certification
• IRS Form W-9 - Rowan University

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Wire Transfer

Electronic funds transfers include payments made via wire transfer which may be initiated by the submission of a Wire Transfer Request Form. Payment by wire transfer is appropriate under specific conditions, such as payment of a foreign vendor, tax remittances, and when no other source of payment is accepted. Wire transfers may only be initiated with an appropriately authorized invoice as supporting documentation. Use a currency converter report when submitting paperwork for foreign payments. It is recommended to use Oanda.com for currency conversion. 

Please note that before a wire transfer is processed, Accounts Payable must first complete a phone call confirmation of the information. Once the information is confirmed via phone call, the wire transfer will be processed.

• Wire Transfer Request

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