2024

December Chat with Travel Sessions and Travel on Pcard Reminders

November Chat with Travel Sessions and Travel on Pcard Reminders

New eProcurement system Rowan ProConnect coming soon!

We are excited to announce the upcoming launch of our new procure-to-pay solution, Rowan ProConnect, set to go live for Contracts Management October 8^th, 2024, Supplier Management October 28^th, 2024, and eProcurement and Invoicing January 27^th, 2024. 

Rowan ProConnect webpage

This innovative system will streamline the way we buy and pay for goods and services across the University, offering a single, user-friendly platform.

Here are some of the key features and benefits:

• Comprehensive Procure-to-Pay Solution: Enjoy an intuitive, robust end-to-end procure-to-pay, supplier management, and contract management system with mobile capabilities, automated receipt integration, streamlined approval functionalities, and compliance verification.
• Connecting Processes and Systems: A single solution for Contracts Management, Supplier Management, Procurement, and Accounts Payable needs eliminating the need for disconnected homemade solutions.
• Increased Efficiency: Reduce processing time and manual efforts with streamlined process and workflow automation
• Advanced Reporting Tools: Access graphical reporting tools to analyze purchasing trends and spend data directly in the solution without needing to export data to Cognos for reporting.
• Improved Compliance: Ensure adherence to procurement policies and regulatory requirements with built-in compliance checks.
• Supplier Collaboration: Foster better relationships and supplier communication through a centralized platform.

In the coming months we will be hosting Town Halls to introduce the solution and provide information around who this will impact, some of the goals and benefits, and the timeline for deployment. Our first Town Hall Session will be scheduled for October 9th at 2pm EST. We are excited about the future of Rowan's procurement process and appreciate your support in making this transition successful.

If you have any questions or would like to know how you can get involved, please contact our project team at proconnectsupport@rowan.edu.

Thank you,

Joseph Scully

Senior Vice President for Finance and Chief Financial Officer

Anthony Lowman

Senior Vice President for Academic Affairs

------------------------------

Contact Information

Alexis Jones

Rowan University

Director of Contracting & Procurement

jonesal@rowan.edu

856-256-5171

September Chat with Travel Sessions and Travel on Pcard Reminders

AP Fiscal Year-End Reminders - Travel, Non-POs & Invoices

May Chat with Travel Sessions and Travel on Pcard Reminders

2023

January Chat with Travel Sessions & Travel on Pcard

Updates to Travel Policy

Independent Contractor Process Updates

Retiring Banner Finance forms on 10-31-2023

*NEW* Non-Employee Travel Forms

Candidate Travel Reminders

October Chat with Travel and Travel on Pcard Reminders

Posted: 10-01-2023

Accounts Payable will continue Chat with Travel sessions in October. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• • Tuesday, October 10^th and Thursday, October 26^th- https://rowan.webex.com/meet/salvatoremi

A member of the Procurement team will be available during October’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

As a reminder, some travel expenses are now allowable Pcard expenses. See the Pcard Policy to find more information.  

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard. This includes overweight/excess baggage fees.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction. 

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”
• All expenses, regardless of the payment method, need to be included on the travel request.

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori
Office of Contracting & Procurement
mori@rowan.edu 
856-256-4504

back to top

September Chat with Travel and Travel on Pcard Reminders

Posted:  09-01-2023

Accounts Payable will continue Chat with Travel sessions in September. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• • Friday, September 8^th - https://rowan.webex.com/meet/dipietrod2
  • Tuesday, September 12^th and Thursday, September 28^th- https://rowan.webex.com/meet/salvatoremi

A member of the Procurement team will be available during September’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

As a reminder, some travel expenses are now allowable Pcard expenses. See the Pcard Policy to find more information.  

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard. This includes overweight/excess baggage fees.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction. 

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”
• All expenses, regardless of the payment method, need to be included on the travel request.

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori
Office of Contracting & Procurement
mori@rowan.edu 
856-256-4504

back to top

Mileage Update to Travel Policy

Posted:  07-18-2023

August Chat with Travel Sessions & Travel on Pcard Reminders

Posted:  07-14-2023

Accounts Payable will resume Chat with Travel sessions in August and will continue on a monthly basis. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• • Monday, August 7^th and Friday, August 21^st - https://rowan.webex.com/meet/dipietrod2
  • Thursday, August 3^rd and Tuesday August, 15^th - https://rowan.webex.com/meet/salvatoremi

A member of the Procurement team will be available during August’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

As a reminder, some travel expenses are now allowable Pcard expenses. See the Pcard Policy to find more information.  

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard. This includes overweight/excess baggage fees.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction. 

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”
• All expenses, regardless of the payment method, need to be included on the travel request.

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori
Office of Contracting & Procurement
mori@rowan.edu 
856-256-4504

back to top

Upgrade coming for "My Finance" application in Banner

Posted:  07-24-2023

back to top

Banner Finance Fiscal Year End Process Update

Posted:  07-07-2023

Beginning at 11:00AM on Friday, July 14^th, the Finance Division will be completing year end system process updates in the Banner Finance module in both Self-Service Banner & Administrative Pages.

On July 14^th, all Banner Finance users are required to log off of, and remain out of, the Banner Finance module by 11:00AM. 

The Finance module will be unavailable until Saturday, July 15^th.

Banner Finance includes, but is not limited to:

-          Requisitions

-          Receiving

-          Non-PO Payment/Direct Pay Processing

-          Approval Queues

-          Journal Entries

-          Accessing Budgets

-          Indexing in Onbase

Please contact AccountingServices@rowan.edu if any questions or concerns.

Contact Information:

Mary Ann Nisula
Assistant Controller
Accounting Services
nisula@rowan.edu 
856-256-4893

back to top

AP Fiscal Year-End Reminders - Travel, Non-POs & Invoices

Posted:  06-05-2023

As we approach the countdown to fiscal year-end, Accounts Payable would like to remind everyone of a few key items.

Invoices Paid Against a Purchase Order

• Friday, July 7th— last day to submit any invoices to be processed for FY 23
  • Ensure all invoices have been sent to Accounts Payable via invoices@rowan.edu 
  • Ensure you send the vendors you are working with their approved PO#(s) as soon as you obtain them & request that they send their invoices with the PO# on it to invoices@rowan.edu 
    • Can request that the vendor copy end-user on the email

*Only services that have been rendered or items that have been physically received on or before June 30th will be recorded in FY 23*

• To avoid processing delays:
  • Ensure you process electronic receiving in Banner as soon as you receive the product/service
  • If you know you will be invoiced a higher amount than you originally thought & requested on the requisition, submit a change order ASAP & ensure you process electronic receiving for the additional amount
    • NOTE: If the invoice amount is more than 10% of PO amount or greater than $100 you will need to request a change order
  • An invoice needs to be submitted - Proforma invoice or quote is NOT accepted
  • Start & end date of the service need to be provided if not listed on the invoice
    • For example, Membership/subscription term
  • Ensure you are responding to AP requests in a timely manner
• If receiving is required in order for the payment to be processed:
  • AP sends out reminder emails to process receiving – these emails will be sent out weekly & daily as we get closer to FYE
  • Automated daily emails are sent if receiving is incomplete

Non-PO Payment Requests

• Friday, July 7th— last day to submit any Non-POs to be processed for FY 23
  • Email all requests directly to invoices@rowan.edu with “Non-PO” listed in the subject line – please do not send via inter-office mail. 

• To avoid processing delays: 
  • Review the Non-PO Category List to ensure you are not submitting a Non-PO that is not reimbursable  
  • Double check that all required documentation is attached to your Non-PO Payment Request Form & that all approvals have been obtained 
    • For example, ensure proof of payment is attached (examples shown on slides 24-25) & all approval signatures have been obtained 
    • For additional information on required documentation, visit our Non-PO Payment Request Webpage

Employee Travel

• Friday, July 7th— last day to submit any Concur expense reports to be processed for FY 23
  • NOTE: Keep in mind that you need to allow sufficient processing time for travel requests to be fully approved with encumbrance #s.
• Review any open encumbrances — confirm expense reports have been submitted & fully approved
  • Once the report has been fully approved in Concur (sent for payment status), Close Out Your Request
  • If you closed out your request and notice the budget is still held up, there may be an error — email asktravel@rowan.edu 
• To avoid processing delays:
  • Cost Object Approvers (COA) in Concur — verify there is sufficient budget in the foapal lines before approving reports to avoid Non-Sufficient Fund (NSF) issues. If you need to move budget, have it moved prior to submitting the report.
  • Ensure all required documentation is attached – utilize Expense Report Tip Sheet and visit Employee Travel for more resources

Concur Travel Encumbrances - For Employees

• FY 23 encumbrances do not roll over into FY 24 — this cannot be changed due to Banner systematically closing out the encumbrances for the fiscal year-end roll
  • Due to this, if your trip is still multiple months away & you will not be charging any of the expenses before June 30th, we recommend not submitting your Travel Request until after June 30th.
• If submitting an FY 24 Travel Request in FY 23:
  • Before June 30th - include all predicted travel expenses on the request, but only include amounts for the expenses that will be charged in FY 23 and will be included in the encumbrance
  • After July 1st – submit another Travel Request as “extension of prior trip”
    • Include all travel expenses, but only include amounts for the expenses that will be charged in FY 24 and will be included in the encumbrance

Student Travel

• Friday, July 7th— last day to submit any paper expense reports to be processed for FY 23
  • NOTE: Keep in mind that you need to allow sufficient processing time for travel requests to be fully approved with encumbrance #s.
• Review any open encumbrances
  • Confirm expense reports have been submitted & fully approved – can verify payment status to the student via Banner screen FAIVNDH
  • Email asktravel@rowan.edu with the following info to close-out existing encumbrances:
    • Traveler Name
    • Encumbrance #
    • Destination
    • Reason for closing
• To avoid processing delays:
  • Verify there is sufficient budget in the foapal lines before approving reports to avoid Non-Sufficient Fund (NSF) issues. If you need to move budget, have it moved prior to submitting the report.
  • Ensure all required documentation is attached to the travel form – utilize Expense Report Tip Sheet and visit Student Travel Webpage for more resources

We encourage you to visit our Fiscal Year-End Webpage to find many valuable resources, including a copy of the PowerPoint presentation the Division of Finance hosted on April 26, 2023. 

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacey Bucci
Accounts Payable
buccis@rowan.edu 
856-256-4117

back to top

May Chat with Travel Sessions and Travel on Pcard Reminders

Posted:  05-01-2023

Accounts Payable will continue Chat with Travel sessions as great feedback has been received. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• • Monday, May 1^st and Tuesday, May 16^th - https://rowan.webex.com/meet/dipietrod2
  • Thursday, May 25^th - https://rowan.webex.com/meet/salvatoremi

A member of the Procurement team will be available during May’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

Please note due to Fiscal Year-End, Chat with Travel sessions will NOT be occurring in June, but will resume after.

As a reminder, some travel expenses are now allowable Pcard expenses. See the Pcard Policy to find more information.  

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction. 

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”
• All expenses, regardless of the payment method, need to be included on the travel request.

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori
Office of Contracting & Procurement
mori@rowan.edu 
856-256-4504

back to top

Fiscal 2023 Year End

Posted:  04-14-2023

Contact Information:

Mary Ann Nisula
Assistant Controller
Accounting Services
nisula@rowan.edu 
856-256-4893

back to top

Sign Up for Finance's Fiscal Year-End Prep Training

Posted: 04-07-2023

Please join the Finance Division for a presentation on Fiscal Year-End Prep on Wednesday, April 26th from 1pm-2pm. The presentation will discuss key components to prepare for a successful fiscal year-end. Presenters will include Budget, Office of Contracting & Procurement, Accounts Payable and Accounting Services. We strongly encourage anyone who oversees departmental budgets or performs day-to-day fiscal procedures including, but not limited to, processing requisitions, DCAs, budget transfers, Non-PO Payment Request Forms, and travel to attend.

Please sign into Google using your Rowan email account to access the registration form (link shown below). When you register, please submit any questions you would like to see answered during the presentation. The link to the training will then be emailed to you on the morning of April 26^th.

https://forms.gle/v2qiBfV5ea8a7i8Z6

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Alexis Jones
Office of Contracting & Procurement
jonesla@rowan.edu 
856-256-5171

Mary Ann Nisula
Accounting Services
nisula@rowan.edu 
856-256-4893

Natalie Beury
Budget
beury@rowan.edu 
856-256-4123

back to top

April Chat with Travel and Travel on Pcard Reminders

Posted: 03/31/2023

Accounts Payable will continue Chat with Travel sessions as great feedback has been received. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• • Monday, April 3^rd and Monday, April 17^th - https://rowan.webex.com/meet/dipietrod2
  • Thursday, April 13^th and Tuesday, April 25^th - https://rowan.webex.com/meet/salvatoremi

A member of the Procurement team will be available during April’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

As a reminder, some travel expenses are now allowable Pcard expenses. See the Pcard Policy to find more information.  

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction.  

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”
• All expenses, regardless of the payment method, need to be included on the travel request.

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori 
Office of Contracting & Procurement 
mori@rowan.edu 
856-256-4504

back to top

Sign up for Student Travel Process Training

Posted:  03/30/2023

Student Travel Process Training

Please join us for a presentation on the student travel process on Thursday, April 27^th 1pm-2pm. We will discuss what is required for student travel requests as well as expense reports, including what is needed from each area that reviews and approves each form. Presenters will include Accounts Payable, OSP, Study Abroad, Export Control, and Ethics. 

Please sign into Google using your Rowan email account to access the registration form (link shown below). You can submit any questions you would like to see answered during the presentation when you register. The link to the training will then be emailed to you on the morning of April 27^th.

https://forms.gle/NtYtZbuJgGcDjGCg6

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335 

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

Deborah DiPietroantonio
Accounts Payable
dipietrod2@rowan.edu 
856-256-4338

back to top

New Non-PO Payment Request Form & Non-PO Category List

Posted:  02/28/2023

A *NEW* Non-PO Payment Request Form has been created and a *NEW* Non-PO Category List is also now in effect.

NEW FEATURES:

• Condensed Form - Select the applicable bank code on the top right of the form to populate the appropriate signatures.
  • The new form should be utilized for all bank codes including Bank 24 (South Jersey Tech Park), Bank 25 (Foundation), Bank 30 (General), and Bank 33 (Rowan Global). 

• 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.

The Non-PO Payment Request Form is used for reimbursement to faculty, staff members, or students who incur minor out-of-pocket expenses to accomplish official university business. These expenses must remain in compliance with the Accounts Payable General Payment Policy and cannot bypass the Office of Contracting & Procurement's (OC&P) guidelines.

We strongly encourage that a Pcard be utilized for membership fees, subscription fees, registration/application fees, and license renewals. This will reduce the amount of out-of-pocket expenses incurred for employees and students. Please visit OC&P's Pcard Webpage to obtain more information on Pcard usage and to request a Pcard.

A Non-PO Payment Request Form can be denied for any of the following reasons:

• A Non-PO is submitted beyond the 45-day deadline from the date the expense was incurred.
• An incomplete or old Non-PO Payment Request Form is submitted.
• A Non-PO Payment Request Form contains a purchase from one of OC&P’s preferred vendors.
  • Ex. Amazon, Home Depot, Lowe’s  
  • Ex. All office supplies, including ink and toner, should be purchased at Office Depot. Staples purchases are not permitted.  
  • Ex. All textbooks should be purchased through Barnes & Noble.
  • Ex. Any printing for business cards, letterhead, or envelopes needs to go through University Publications via the Stationery Ordering Process.
• A Non-PO Payment Request Form is used in lieu of the requisition process to pay a vendor for services received and/or rendered.
  • Ex. Consultant payments, speaker fees, rental fees
  • If the vendor is in Banner, but is terminated, please reach out to Procurement to assist with having this vendor be made active again for payment to be processed.  
• The reimbursement is for a subscription or item that requires IRT approval.
  • If the download occurs on a Rowan-owned device, IRT approval is needed.
  • Any software subscription that requires ITAP approval needs to be processed through OC&P. This ensures that ITAP approval is obtained PRIOR to the purchase being made.
  • Ex. Dropbox subscription, website domain registrations, Grammarly
• The reimbursement request includes a signed contract.
  • Any contracts/terms and conditions need to be processed through OC&P for legal and purchasing review. Following any negotiation on the contract, a requisition needs to be processed.
• The reimbursement is for the purchase of gift cards.
  • Gift cards cannot be purchased with personal funds. The University utilizes Clincard for physical and virtual gift cards. Clincard is available for all your gift card needs. Visit Clincard Gift Card for more information.   
• Food reimbursements that do not adhere to the Reception and Entertainment Policy
  • Ex. Working lunches, retirement receptions, staff meetings
  • Ex. Gourmet Dining Food Service Waiver was not obtained for an event held on campus with food totaling over $100
  • The University cannot pay for alcohol charges. Include documentation showing the transfer of funds from Foundation to your University foapal or obtain a signature from the Foundation office.  

Other Helpful Tips & Reminders

• Regalia reimbursements being funded by the Provost Office need to be reviewed and signed by the Provost.
• NJ & FL sales tax is not reimbursable.
• Travel reimbursements cannot be processed on Non-PO Payment Request Forms.
  • Employees utilize Concur.
  • Non-Employees and Students utilize paper travel forms.
• Ensure all required backup is provided with the Non-PO.
  • Itemized receipt of the transaction.
  • Proof of payment - A credit card statement or copy of the credit card that matches the last 4 digits shown on the receipt should also be provided in addition to the receipt/order confirmation.
  • For on-campus events, food/beverage purchases from an outside vendor totaling $100 or more must have an approved Gourmet Dining Food Service Waiver
  • Completed Entertainment/Official Reception Request Form for all food and entertainment (including supplies/decorations for an event) purchases
  • Honorarium Request Form approved and signed by Procurement for any honorarium payments. Employees cannot be paid honorariums.
  • Independent Contractor Checklist, copy of grant program, and HR determination email for Grant Participant stipends
• Department Heads cannot sign off on their own reimbursements.

To learn more information regarding Non-POs, please visit our new webpage Non-PO Payment Request or contact Accounts Payable at invoices@rowan.edu.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

back to top

Travel on the Pcard

Posted:  02/27/2023

Travel on the Pcard

To assist the Rowan community with alleviating the burden of out-of-pocket expenses, the Pcard Policy has been updated to permit more travel expenses on the Pcard.

The following types of travel expenses are permitted on the Pcard:

• Hotels- No Meals on Hotel Folios and No Room Upgrade/Early Bird Check-In Fees
• Airfare- No Business Class or First Class, No Travel Insurance, & No Main Cabin Extra/Preferred Seating/Extra Leg Room/American Airline’s Paid Seats
• Train- No Business Class or Acela
• Registration
• Parking- Economy Lot Only and No Services like White Glove Service Permitted
• Ubers/Lyfts/Taxis- No Uber/Lyft Premium Services or Priority Pickup
• Rental Cars- Economy Class with Approved Business-Related Days
  • Include Justification/Approval Email or Letter from Department Head
• Fuel for Rental Cars

The following types of travel expenses are still prohibited from being charged on a Pcard:

• Meals while traveling (Instead, per diem is to be reimbursed.)
• Incidentals
• Tolls
• Fuel for Personal Vehicles

Please reference Rowan University’s Travel Policy to find the full list of the generally Non-Reimbursable/Prohibited Travel Expenses, which also can never be charged to a Pcard.

For any overnight travel expenses charged on the Pcard, please ensure you attach a copy of the Approved Encumbrance Email to the Pcard transaction.  

For any day travel expenses charged on the Pcard, please Day Travel, Type of Expense, name of event, e.g. “Day Travel, fuel for rental car to XYZ Conference.”

Accounts Payable will continue Chat with Travel sessions as great feedback was received. These sessions provide Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.

• Tuesday, March 14^th and Monday, March 27^th -https://rowan.webex.com/meet/dipietrod2
• Tuesday, March 7^th and Thursday, March 23^rd - https://rowan.webex.com/meet/salvatoremi

*NEW* We are excited to announce that a member of the Procurement team (Stacie Mori and/or Nicole Johnson) will be available during March’s sessions to answer any questions you have regarding utilizing the Pcard for travel.

As a reminder, Rowan’s travel agent, Direct Travel, can also be utilized to book travel. Anyone can utilize the travel agent with an approved encumbrance #, including students and non-employees.

• *IMPORTANT* Any expenses paid via Direct Travel or a Pcard need to be included on expense reports and should be marked as “University Paid.”

Visit Accounts Payable for other travel-related information including reimbursement requirements and Office of Contracting & Procurement for any Pcard questions or to request a Pcard.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Stacie Mori
Office of Contracting & Procurement
mori@rowan.edu 
856-256-4504

back to top

New Entertainment/Official Reception Request Form

Posted:  02/13/2023

New Entertainment/Official Reception Request Form

A new Entertainment/Official Reception Request form has been created and should be utilized for all food, dining, and entertainment purchases. This includes the purchase of decorations for an event.

Backup should include a meeting agenda, event start and end time, event location, and a full attendee list. For student-only events, a flyer with the event location is sufficient.

Please reference the Entertainment and Reception Policy to ensure the food, dining, or entertainment purchase is in accordance with Rowan University’s policy. 

For all on-campus events that include food and/or beverage purchases totaling $100 or more, a Gourmet Dining Waiver needs to be submitted prior to the purchase being made.

As a reminder, the Entertainment/Official Reception Request form as well as an approved Gourmet Dining Waiver (if applicable) needs to be attached to all Non-PO Payment Request Forms submitted for reimbursement as well as all University P-Card transactions in BOA Works. If these items are not provided, your reimbursement may be delayed and/or denied and your Pcard transactions will be flagged.   

The Entertainment/Official Reception Request form is also required for any food, dining, or entertainment purchases made with a purchase order.

Contact Accounts Payable for more information regarding Non-PO Payment Requests and Office of Contracting & Procurement for any Pcard or Purchase Order questions.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335


Alexis Jones
Office of Contracting & Procurement
jonesal@rowan.edu 
856-256-5171

back to top

Accounts Payable Travel Updates and Reminders

Posted:  1/31/2023

Accounts Payable Travel Updates and Reminders

As the new semester begins, Accounts Payable would like to provide some updates and reminders regarding traveling on behalf of Rowan University.

If you would like to schedule one-on-one training or would like Accounts Payable to host a training session for your department, please feel free to email travel@rowan.edu with your request.

• *NEW* An Expense Report Tips sheet has been created to easily reference before submitting an expense report in Concur for an employee or a Travel Expense Paper Form for a student or non-employee. Referencing this chart and ensuring all required documentation listed on the chart is attached to your report will assist with a quicker turnaround for reimbursement.  
  • Key Tips include:
    • Per diem = travel allowance in Concur
    • Mileage calculator with the physical street address listed needs to be utilized in Concur
      • Ex. 2000 Clements Bridge Rd Deptford, NJ instead of Deptford, NJ
    • Normal work commute mileage needs to be deducted if travel occurred on a normal workday
      • Make a comment if there is no deduction due to a special circumstance like a scheduled remote day or holiday
    • Business purpose needs to be included in the purpose of the trip for day travel reimbursements
    • Google map needs to be provided when reimbursing mileage on a paper form
    • Proof of payment needs to always be provided when requesting reimbursement
      • Ex. A credit card statement or copy of the credit card that matches the last 4 digits shown on the receipt should also be provided in addition to the receipt/order confirmation.

• Remember to close out your request in Concur after you submit the expense report.  
  • If you do not close your request, your encumbrance will not reduce which will affect your budget.
  • Visit Concur: Closing a Request After Reimbursement for instructions on closing your request.

• *NEW* Chat with Travel- We’re excited to announce that in February, we will be offering Rowan faculty and staff the opportunity to pop in at their convenience to chat with the travel team in an open WebEx session. An AP travel team member will be available on the dates listed below from 9:30am-1pm and 2pm-3:30pm to discuss any travel questions, comments, or concerns. Please utilize the links below to join the session.
  • Monday February 13th and 27^th - https://rowan.webex.com/meet/dipietrod2
  • Thursday February 9^th and 23^rd- https://rowan.webex.com/meet/salvatoremi

• To reduce out-of-pocket expenses, it is encouraged that Rowan’s travel agent, Direct Travel, be utilized to book your travel. Anyone can utilize the travel agent, including students and non-employees, with an approved encumbrance #.  A Pcard can also be utilized to process a registration fee.
  • Any expenses paid via Direct Travel or a Pcard should be marked as “University Paid” on your expense report.

• If the Cost Object Approver (COA) needs to be changed from what is currently in Concur, please fill out the Cost Object Approver Update Request Form.

Contact Information:

Joselyn Peoples
Accounts Payable
peoplesj@rowan.edu 
856-256-4335

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

Deborah DiPietroantonio
Accounts Payable
dipietrod2@rowan.edu 
856-256-4338

back to top

Accounts Payable Mileage Rate 2023

Posted:  1/20/2023

Electronic Budget Transfer & Budget Revision Forms

Posted:  12/19/2022

The Budget Dept has created an electronic Budget Transfer & Budget Revision form.  The Budget Transfer form is used to transfer funds within the same FOAPAL – fund, org & program, putting funds into the salary line from a non-salary account or vice versa.  The Budget Revision Form is used to transfer the revenue that was brought into a Special Program FOAPAL and allocating the funds into a salary or expense account for the same FOAPAL - fund, org & program.  Paper forms and PDF forms will no longer be accepted.  The forms will be available through Self Service.  Please see the attached link for instructions on how to access the form which is located on the IRT website.  The links will also be available the budget website.

https://support.rowan.edu/sp?sys_kb_id=a1c1eb1f1b831dd005c32f4b234bcb1a&id=kb_article_view&sysparm_rank=2&sysparm_tsqueryId=42a550ec1b9bd9548b3931901a4bcbf7

https://support.rowan.edu/sp?sys_kb_id=fdee4e4c1bd791548b3931901a4bcb04&id=kb_article_view&sysparm_rank=3&sysparm_tsqueryId=87b5dcec1b9bd9548b3931901a4bcb56

Contact Information:

Eric Williams
Budget Department
williamsej@rowan.edu 
856-256-4337

back to top

Gift Cards - Reminder of changes

Posted:  10/05/2022

Office of Contracting & Procurement: Req to Check Training

Posted:  09-28-2022

back to top

Let IRT Training help you get back on track this semester!

Posted:  09-15-2022

Live: Concur Travel and Expense New User Interface (UI)

Posted:  09-06-2022

September 6, 2022: The New User Interface has been updated and is now live. The transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted.

The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient, and effective experience.

We encourage you to take a moment to review the updated training materials provided by Rowan IRT.

If you have any questions or need assistance, please email asktravel@rowan.edu.

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

back to top

Concur-New User Interface (UI) will transition Sept. 6, 2022

Posted:  08-23-2022

Effective September 6, 2022, travelers will see the updated UI when they log in to the system. This transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted.

The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient, and effective experience.

Here's what you can expect:

1. Updated Home Page Features
   • The new home page view will include changes to visual elements such as fonts, colors, and icons.
2. User-Friendly Travel Request Layout
   • Requests will be displayed as individual tiles, currently they are viewed as a list. The tiles will be sorted by the date of creation.
   • The tabs (Segments, Expenses, Audit Trail, etc.) within the travel request will be removed. Segments and Expenses will be combined into one category called Expected Expenses.
   • The Approval Flow and Audit Trail tabs within the travel request will be removed. Approval Flow will be called Request Timeline and will located in the dropdown list called Request Details.
3. Quicker Expense Reporting
   • Add and create expenses from one location and correct issues fast. This means you will be able to complete your reports more quickly than before.
4. Straightforward Expense Details
   • From adjusting personal car mileage to updating meal per diem, you will be able to easily view and edit details when you open an expense.
5. Easier Itemization
   • The update will provide more space for itemization – which translates to quicker, simpler, and more accurate expense reporting.
   • Receipt visibility will be enhanced, meaning you view the receipt while completing the required fields.
6. Faster Allocations
   • The new allocation button will provide visibility within the same screen.
   • You will be able to allocate expenses to multiple accounts or account approvers.
   • Additionally you will be able to allocate a single expense, or multiple expenses at one time.

Before these changes take effect, we encourage you to take a moment to review the self-guided demos provided by Concur:

• Concur Request
• Concur Expense

Additionally, more information will be provided to assist with the transition.

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

back to top

Gift Cards - changes effective August 2022

Posted:  08-18-2022

Rowan University has received notice that TD Bank will no longer be providing gift card services starting in August 2022.  Rowan has not been provided an exact date yet for discontinued use.  The good news is that there is an alternative solution for physical and virtual gift cards.  The University has been using ClinCard for research participants; however ClinCard is available for all gift card needs.  ClinCard is a Visa card that can be used just like a TD or Amazon gift card.  Since ClinCard provides virtual cards, Amazon virtual cards will no longer be offered.  There is a small processing fee for both physical and virtual cards. 

More information on ClinCard:

https://sites.rowan.edu/accountspayable/gift_cards/

Please email giftcards@rowan.edu with any questions.

Benefits of using ClinCard

• Gift Card Recipient Log & Gift Card Payment Acknowledgment forms do not have to be completed when utilizing ClinCard
• ClinCard facilitates a secure electronic method of collecting participant information and distributing payments
• ClinCard provides prompt and efficient payment to individuals 
• ClinCard is a reloadable prepaid electronic (virtual) Visa card or (physical) Visa card

Tax Compliance

• Gift cards are considered cash or cash equivalent that is subject to taxes regardless of the face value
• Gift cards given to non-employees are taxable and reportable income on IRS form 1099 if the value of gift cards plus any other non-W2 compensation received by an individual from the university as a whole aggregates to an amount of $600.00 or more per calendar year
• Employees or student workers who participate in IRB-sanctioned research will have the value of the gift card added to their W-2 for tax reporting purposes
• Gift cards, regardless of value, may not be given to anyone considered a non-U.S. person for tax purposes
• Research participants are not required to provide their SSN except to receive payment as required by Rowan University Accounting Office

Non-Allowable Gift Card Purchase

• Gift cards may not be purchased with university funds for the purpose of giving an employee or student worker compensation for work or education-related activities
• Employees may not be reimbursed for out-of-pocket purchase of gift cards
• Gift cards may not be purchased using the University’s Procurement Card system
• Gift Cards may not be purchased through the University’s Barnes and Noble account

Contact Information:

Sharyn Giordano, Associate Controller
Accounting Services
giordanosa@rowan.edu
(825) 256-5498

back to top

The Dog Days of Summer are here. Cool off with IRT Training.

Posted:  08-17-2022

Summer is…. Hot days, short nights, sun, seas, shoreline, and simply having a ton of fun! But, while enjoying the summer's last days, make sure you take the time to enhance your technology skills before September. This August, Information Resources & Technology is offering free self-paced, online training courses in Canvas for: 

• Introduction to Banner Administrative Finance Pages

• Requisitions in Banner Administrative Pages

• Receiving in Banner Administrative Pages

• Budgets in Banner Administrative Pages

• Self-Service Banner Finance

• Google Drive

You will be issued a certificate after completing each training. For our full list of course descriptions and registration, visit marketplace.rowanonline.com/irt.

Training Resources

Keep calm, and summer on! This summer has been hot. So do something cool, and check out our free training resources. We offer free training manuals, quick reference guides, and recorded videos to help you navigate Rowan University applications. Our training resources will help you learn at your own pace.   

To see our training resources, go to go.rowan.edu/training  - search by category for a manual, quick reference guide or recorded video. 
 
Contact Information:

Sheena Pierce
IRT Training/Training & Instructional Support
Technical Trainer/Instructional Designer
piercesh@rowan.edu
856-256-4179

back to top

Gift Cards - changes effective August 2022

Posted:  08-10-2022

Rowan University has received notice that TD Bank will no longer be providing gift card services starting in August 2022.  Rowan has not been provided an exact date yet for discontinued use.  The good news is that there is an alternative solution for physical and virtual gift cards.  The University has been using ClinCard for research participants.  Since ClinCard provides virtual cards, Amazon virtual cards will no longer be available.  There is a small processing fee for both physical and virtual cards. 

More information on ClinCard:

https://sites.rowan.edu/accountspayable/gift_cards/

Please email giftcards@rowan.edu with any questions.

Benefits of using ClinCard

• Gift Card Recipient Log & Gift Card Payment Acknowledgment forms do not have to be completed when utilizing ClinCard
• ClinCard facilitates a secure electronic method of collecting participant information and distributing payments
• ClinCard provides prompt and efficient payment to individuals 
• ClinCard is a reloadable prepaid electronic (virtual) Visa card or Visa card (physical)

Tax Compliance

• Gift cards are considered cash or cash equivalent that is subject to taxes regardless of the face value
• Gift cards given to non-employees are taxable and reportable income on IRS form 1099 if the value of gift cards plus any other non-W2 compensation received by an individual from the university as a whole aggregates to an amount of $600.00 or more per calendar year
• Employees or student workers who participate in IRB-sanctioned research will have the value of the gift card added to their W-2 for tax reporting purposes
• Gift cards, regardless of value, may not be given to anyone considered a non-U.S. person for tax purposes
• Research participants are not required to provide their SSN except to receive payment as required by Rowan University Accounting Office

Non-Allowable Gift Card Purchase

• Gift cards may not be purchased with university funds for the purpose of giving an employee or student worker compensation for work or education-related activities
• Employees may not be reimbursed for out-of-pocket purchase of gift cards
• Gift cards may not be purchased using the University’s Procurement Card system
• Gift Cards may not be purchased through the University’s Barnes and Noble account

Contact Information:

Sharyn Giordano, Accounting Services
Associate Controller
giordanosa@rowan.edu
(856) 256-5498

back to top

Practice Banner Finance skills in Banner

Posted:  08-04-2022

Have you ever needed to practice creating a requisition or receiving a purchase order in Banner Finance but did not know where to go? A little nervous about putting in your first requisition and wish there was a way to test it first? 

No worries! Rowan employees can access a test instance called Pre-Production (PPRD) on Self-Service Banner and Banner Administrative pages. PPRD is a copy or clone of the real, or production instance, from the day before.  You can practice placing requisitions, or doing receiving in PPRD without affecting the production environment. Just make sure to switch back to the real production instance when you want to place a “real” requisition or do “real” receiving!

Note: Employees must have access to Banner Finance to access the PPRD instance. Also, you must be connected to the Rowan VPN or use a virtual desktop to access test instances from off-campus.

1. To get to the PPRD test instance, go to banner.rowan.edu.

2. Scroll down to How Can I Access It?

3. Select the link to the Banner test instances page.  

4. Log in with your Rowan NetID.

5. Select the link for either Self-Service Pre-Production (PPRD) or Banner Administrative Pages Pre-Production (PPRD).

Learning Banner Finance just got easier!

For more information about learning Banner Finance, check out our training resource page at go.rowan.edu/training.

Contact Information:

Sheena Pierce
IRT Training/Information Resources & Technology
Technical Trainer/Instructional Designer
piercesh@rowan.edu
856-256-4179

back to top

Learn how to view a vendor's history by your FOAPAL

Posted:  07-07-2022

Did you know you can view a vendor history by your FOAPAL in Banner Administrative Pages? Looking up a vendor's account is a great way to get started on orders placed in last year's budget from the vendor. To get started, follow the steps below:

1. Go to banner.rowan.edu.

2. Scroll down until you see Banner Administrative Pages. 

3. Log in to Banner Administrative Pages with your Rowan NetID.

4. Go to FPIOPOV in Banner Admin Forms

5. Enter the Vendor Banner ID, or search for it. 

6. Remove the Fiscal Year.

7. Enter your ORG.

8. Select Go.

Now you should see the history of the vendor. For more information on FPIOPOV in Banner Admin Forms, review the Banner Administrative Pages manual.

For more helpful training tips, check out our training resource page at go.rowan.edu/training.

 Contact Information:

Sheena Pierce
Training & Instructional Support/Information Resources & Technology
Technical Trainer
piercesh@rowan.edu 
856-256-4179

back to top

Office of Contracting & Procurement: Closeout Request

Posted: 07-05-2022

Closeout Request Form

On July 1st, the closeout mailbox will be turned off. You will make all of your purchase order closeout requests here (also available on our website).  

What you will be asked to provide:

• Purchase Order #
• Vendor
• What is the remaining balance on the purchase order to be closed?
• Comments

Notes:

1. Department will need to verify all invoices have been paid prior to requesting a closeout.
2. You will only be able to submit a request to close one purchase order at a time.
3. If your purchase order has multiple line items, they cannot be closed individually. Due to limitations in system functionality, the entire po will need to be closed.
4. Please check the purchase order status in FGIENCD in the Encumbrance Detail section to ensure your purchase order is in "O" (open) status. If your status is "C" closed you will not need to fill out this form. Your purchase order has already been closed. *Pro Tip: Your Encumbrance Detail may have multiple pages, you will need to check each page to know if your purchase order is fully closed.

Please reach out to Lori Morro at morro@rowan.edu with any questions or concerns related to a specific closeout.

If you have any general questions, please reach out to requisitions@rowan.edu.

Contact Information:

Alexis Jones
Office of Contracting & Procurement
Director
jonesal@rowan.edu 
856-256-517

back to top

Update-Accounts Payable Mileage Rate 2022

Posted: 07-05-2022

Effective July 1, 2022: the standard mileage rate has increased to $0.625 per mile for individuals traveling in privately owned vehicles on official business for the university. Concur Travel and Expense software has been updated to reflect this change for employees. All travel paper forms for Students / Non-Employees have also been updated. Students / Non-Employees should use the appropriate form when requesting reimbursement for travel.

Per University Travel Policy: when utilizing privately owned vehicles for official University business, the mileage reimbursement will be made at the prevailing IRS business rate. If a personal automobile is used for business purposes, individuals will be reimbursed for miles incurred in excess of daily commute at the current IRS authorized mileage rate. The personal mileage reimbursement covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and gas.

For more information regarding mileage rates visit; IRS website

Concur Travel and Expense website; go.rowan.edu/concurtravel

Students / Non-Employees travel paper forms; Accounts Payable website

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu
856-256-4043

back to top

Non-PO Payment Request Form: Changes as of July 1, 2022

Posted: 07-01-2022

The Non-PO Payment Request Form is used for reimbursement to faculty, staff members, or students who incur minor out-of-pocket expenses to accomplish official university business. These expenses must remain in compliance with the Accounts Payable General Payment Policy and cannot bypass the Office of Contracting and Procurement guidelines. This form may also be submitted only in very select cases when the University needs to make a payment to a vendor, the government, or another institution. All expenses must adhere to the authorized Non-PO Category List.

As of July 1, 2022, a Non-PO Payment Request will not be accepted for processing of payments or reimbursements if:

• The request is not an approved category
  • Non-PO Payment Requests that are outside of the approved Non-PO Category List will be returned to the preparer for submission through the requisition process
• A Non-PO Payment Request was used in lieu of the requisition process to pay approved vendors for goods and/or services received and/or rendered
  • An approved vendor is any vendor that has an established active Banner ID/vendor profile
• Missed 45-day Submittal Deadline after the expense has occurred
• Expenses are not within the same fiscal year
• The purchase was not made with the employee’s personal funds

Utilizing the following information will help reduce errors and assist with ensuring a payment or reimbursement is processed timely.

Requirements:

Complete each section of the Non-PO Payment Request form in its entirety:

1. Payment Request Type
   • Select the type of payment that you are requesting
2. Payee Classification
   • Select Payee Status
   • Enter the Banner ID number of the vendor or payee  
3. Make Check Payable to
   • Vendor or employee being paid/reimbursed
   • Full remittance address regardless if requesting Direct Deposit
   • Department name, campus, and phone
4. Additional Information
   • Provide admin name & contact information
   • Enclosure if necessary
   • Ensure the budget is available
5. Description of Expense
   • Describe detailed purpose & justification
   • Enter who, what, where, when, why, and how
   • Attach all original itemized receipts and proof of payment
6. Accounting Information
   • Enter FOAPAL
   • Utilize appropriate account code(s)
7. Signature and Consent of individual being reimbursed
   • Read and certify consent
   • Print, date, and sign
8. Departmental Authorization
   • Certify expenses are compliant, appropriate, and allowable under University policy
   • Department Head print, date, and sign
   • Grant Approval if necessary

Reminders:

• Vendor payments to approved vendors are not permitted and must go through the Office of Contracting & Procurement
  • A Non-PO Payment Request may not be used in lieu of the requisition process or to pay vendors for goods and/or services received and/or rendered or pay any type of wages for services rendered
  • Paying approved vendors for goods and/or services received will not be reimbursed (for example; Amazon, Staples, Office Depot, etc.)
  • Only the Office of Contracting & Procurement has the authority to obligate the University for the purchase of goods and services. Any purchases made outside the University policy will not be reimbursed and become the sole liability of the individual making the purchase
• Non-PO Payment Request Form should be completed electronically using Adobe Reader
• Provide proof of payment
  • Attach a copy of the Credit Card used showing only the last 4 digits or the credit card statement (purchaser’s name must be visible)
  • Attach a copy of the cashed check or statement showing only the last four digits of the account and the purchaser's name
• Provide backup documentation that explains the business purpose/justification of the expense
• Provide all original itemized receipts – If sending via interoffice mail, tape the receipt to a blank piece of paper (no staples or paper clips)
• Include Entertainment Form for all food services except for student organizations
• Provide the signature of President, Provost, Sr. Vice Presidents, Vice Presidents, Deans, Dept. Chair
• Honorariums cannot be paid to employees 
• All documents must be clearly legible (dark or blurry photocopies/images will be returned)
• Section 7 – Signature and Consent for Reimbursement – should only be utilized when requesting reimbursement for an out-of-pocket expense
• Alcohol is not reimbursable
• NJ & FL sales tax is not reimbursable

Reasons a Non-PO request payment or reimbursement may be delayed:

• Illegible documentation
• Incomplete form
• Incorrect Banner ID utilized
• Missing proof of purchase (receipts, credit card/credit card statement information, and/or invoice)
• Missing signatures (Department Head, Grants, Employee, etc.)
• Missing Entertainment form
• Missing backup documentation/justification

Contact Information:

Merlyn Renfroe
Accounts Payable
renfroe@rowan.edu 
856-256-4849

back to top

Coming Fall 2022: Concur Travel and Expense will have a new User Interface (UI)

Posted: 06-14-2022

Accounts Payable is excited to announce the Concur Request and Expense modules will be getting an update! Changes are being made to make the travel request and expense report capabilities quicker and easier by updating the User Interface (UI). The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient and effective experience.

Effective October 1, 2022, travelers will see the updated UI when they log in to the system. This transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted. Here's what you can expect:

1. Updated Home Page Features
   • The new home page view will include changes to visual elements such as fonts, colors, and icons.
2. User Friendly Travel Request Layout
   • Requests will be displayed as individual tiles, currently they are viewed as a list. The tiles will be sorted by the date of creation.
   • The tabs (Segments, Expenses, Audit Trail, etc.) within the travel request will be removed. Segments and Expenses will be combined into one category called Expected Expenses.
   • The Approval Flow and Audit Trail tabs within the travel request will be removed. Approval Flow will be called Request Timeline and is located in the dropdown list called Request Details.
3. Quicker Expense Reporting
   • Add and create expenses from one location and fix issues fast. This means you will be able to complete your reports more quickly than before.
4. Straightforward Expense Details
   • From adjusting personal car mileage to updating meal per diem, you can easily view and edit details when you open an expense.
5. Easier Itemization
   • The update will give more space to do your itemizations – which translates to quicker, simpler, and more accurate expense reporting.
   • Receipt visibility will be enhanced, meaning you view the receipt while completing the required fields.
6. Faster Allocations
   • The new allocation button provides visibility within the same screen.
   • Allocate expenses to multiple accounts or account approvers.
   • You can allocate a single expense or multiple expenses at one time.

Before these changes take effect, we encourage you to take a moment to review the self-guided demos provided by Concur:

• Concur Request
• Concur Expense

Additionally, more information will be provided in the coming months to assist with the transition.

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

back to top

Non-PO Payment Request Form: Requirements & Reminders

Posted: 05-29-2022

The Non-PO Payment Request Form is used for reimbursement to faculty, staff members, or students who incur minor out-of-pocket expenses to accomplish official university business. These expenses must remain in compliance with the Accounts Payable General Payment Policy and cannot bypass the Office of Contracting and Procurement guidelines. This form may also be submitted only in very select cases when the University needs to make a payment to a vendor, the government, or another institution. All expenses must adhere to the authorized Non-PO Category List.

Utilizing the following information will help reduce errors and assist with ensuring a payment or reimbursement is processed timely.

Requirements:

Complete each section of the Non-PO Payment Request form in its entirety:

1. Payment Request Type
   • Select the type of payment that you are requesting
2. Payee Classification
   • Select Payee Status
   • Enter the Banner ID number of the vendor or payee  
3. Make Check Payable to
   • Vendor or employee being paid/reimbursed
   • Full remittance address regardless if requesting Direct Deposit
   • Department name, campus, and phone
4. Additional Information
   • Provide admin name & contact information
   • Enclosure if necessary
   • Ensure the budget is available
5. Description of Expense
   • Describe detailed purpose & justification
   • Enter who, what, where, when, why, and how
   • Attach all original itemized receipts and proof of payment
6. Accounting Information
   • Enter FOAPAL
   • Utilize appropriate account code(s)
7. Signature and Consent of individual being reimbursed
   • Read and certify consent
   • Print, date, and sign
8. Departmental Authorization
   • Certify expenses are compliant, appropriate, and allowable under University policy
   • Department Head print, date, and sign
   • Grant Approval if necessary

Reminders:

• Vendor payments to approved vendors are not permitted and must go through the Office of Contracting & Procurement
  • A Non-PO Payment Request may not be used in lieu of the requisition process or to pay vendors for goods and/or services received and/or rendered or pay any type of wages for services rendered
  • Paying approved vendors for goods and/or services received will not be reimbursed (for example; Amazon, Staples, Office Depot, etc.)
  • Only the Office of Contracting & Procurement has the authority to obligate the University for the purchase of goods and services. Any purchases made outside the University policy will not be reimbursed and become the sole liability of the individual making the purchase
• Non-PO Payment Request Form should be completed electronically using Adobe Reader
• Provide proof of payment
  • Attach a copy of the Credit Card used showing only the last 4 digits or the credit card statement (purchaser’s name must be visible)
  • Attach a copy of the cashed check or statement showing only the last four digits of the account
• Provide backup documentation that explains the business purpose of the expense
• Provide all original itemized receipts – If sending via interoffice mail, tape the receipt to a blank piece of paper (no staples or paper clips)
• Include Entertainment Form for all food services except for student organizations
• Provide the signature of President, Provost, Sr. Vice Presidents, Vice Presidents, Deans, Dept. Chair
• Honorariums cannot be paid to employees 
• All documents must be clearly legible (dark or blurry photocopies/images will be returned)
• Section 7 – Signature and Consent for Reimbursement – should only be utilized when requesting reimbursement for an out-of-pocket expense
• Alcohol is not reimbursable
• NJ & FL sales tax is not reimbursable

Reasons a Non-PO Payment Request may be returned:

• Not an approved category
  • Non-PO Payment Requests that are outside of the approved Non-PO Category List will be returned to the preparer for submission through the requisition process
• Illegible documentation
• Incomplete form
• Incorrect Banner ID utilized
• Missed 45-day Deadline after the expense has occurred
• Expenses must be within the same fiscal year  
• Missing proof of purchase (receipts, credit card information, and/or invoice)
• Missing signatures (Department Head, Grants, Employee, etc.)
• Missing Entertainment form
• Missing backup documentation/justification

Contact Information:

Merlyn Renfroe
Accounts Payable
renfroe@rowan.edu 
856-256-4849

back to top

Get prepared for the fiscal year end

Posted: 5-3-2022

back to top

Fiscal 2022 Year End

Posted: 04-13-2022

Contact Information:

Mary Ann Nisula
Assistant Controller
Accounting Services
nisula@rowan.edu
856-256-4893

back to top

Concur Travel and Expense Software - Updates & Reminders

Posted: 4-3-2022

Attention Rowan University Travelers

Concur, the travel & expense software, is the system for Rowan University employees traveling on official University business. The University has also contracted with Direct Travel, a travel management company, which integrates with Concur to fulfill employee travel arrangements.

The following reminders and guidelines will assist all employees regardless of whether you are a new hire, existing employee, end user, budget administrator, administrative staff or a delegate who needs a refresher in Concur. Utilizing the information below will help reduce errors and achieve quicker travel approvals and reimbursements.

Profile:

• New training available for all employees on Delegates & Travel Assistants – Click here to sign up.
• Before any travel can be submitted in Concur, it is required that the Profile be completed.
  • Required Fields: Work/Home Address, Contact Info, Verify Email, Request & Expense Approvers
• Request and Expense Approvers must be completed within the profile before submission of a request or expense report.

Request (Only Overnight Travel):

• All overnight travel requires submission of a travel request, approvals, and the issuance of an encumbrance # before travel is booked.
• A Request should be started under the Request tab of Concur, not the Travel tab.
• Request/Trip Name: Required naming convention is Destination City and Conference name, workshop, etc.(Ex. Boston-AACOM)
• How will you book your travel?
  •  1. Online using Concur Travel: indicates you plan to use Direct Travel for booking travel directly through the Concur system (University preferred booking method).
  •  2. Phone Call to Direct Travel: indicates you plan to call Direct Travel to make arrangements.
  •  3. Third Party (Outside Source): indicates you plan to book on your own and request reimbursement.
• Confirm Fund/Org/Travel Account/Program listed on the Request Header. This is the budget line where travel should be expensed. Contact your department administrator, department budget administrator, or supervisor to verify the correct information.
• Direct Travel is the University’s contracted travel management company. An approved Encumbrance # is required to complete booking. Click here to access more information.
• Review status of a request: Select Requests from the Concur top menu. You will see all the requests you created and the status of each.
• A Request can be recalled to make changes or adjustments as long as it has not been approved.

Expense (Overnight & Day Travel):

• Upon completion of overnight travel, log in to Concur and select the appropriate request to begin your expense report. Under the Action heading, select Expense. Expensing from the existing request ensures appropriate reimbursement will be issued.
• The mileage calculator tool must be used when selecting the expense type “Personal Car Mileage”. Complete the Waypoints, “A” and “B” fields with a physical address, to ensure reimbursements are calculated accurately.
• Per policy, shortest route must always be selected. Enter each segment (“A” and “B”) of your mileage as a separate line item, and verify the shortest distance has been chosen. The round-trip function is not allowable for mileage. 
• Submission of a Google Map is no longer required.
• Expenses $25 and under do not require a receipt.
• Once reimbursement has been received, the request must be closed by the traveler to ensure any remaining balance will be released and returned to the assigned FOAPAL.
• Expense Reports must be submitted 10 business days after overnight travel was completed.

 Monthly Day Travel Expense:

• Monthly Day Travel Expense reports require the following naming convention “Month Year Day Travel” (example - January 2022 Day Travel)
• Create one expense report per month for all car mileage and related expenses.
• The “Campus to Campus” expense type is required when traveling between Rowan Glassboro, CMSRU Camden, and Rowan SOM.
• Meals are not reimbursable for Day Travel.
• Monthly Day Travel reports must be submitted within 45 days after the monthly travel was completed.

Common Concur Error Messages:

• If the following message appears, “Missing the required approver for next workflow step. You may be able to select an approver. Contact your Administrator for assistance.”
  • This is corrected by adding two Request Approvers within the profile.
• If the following message appears, “This report could not be submitted. Missing the required approver for next workflow step.”
  • This is corrected by adding one Expense Approver within the profile.

Students & Non-Employees:       

Students (Undergrad-Post Grad, etc.) and Non-Employees do not have access to Concur. Click here to access the paper-based process.

• Paper forms can be submitted via email, travel@rowan.edu, be sure to acquire all approval signatures before sending to Accounts Payable.
• Required approvals for request: Department Head, Division Head, Ethics Liaison Officer, Grants (when applicable), and Dean of Students-Kevin Koett (students only).
• Requests will not be processed without proper approvals.
• Student travel requests should include brochure, registration form, or information printed from a website to verify the travel information. The backup should also include the GSA per diem breakdown and the signed student Release and Waiver form.

Training:

• For step by step WebEx or departmental training, contact asktravel@rowan.edu to schedule a meeting.
• Delegate/Travel Assistant Training-Register here.
• All Concur training materials can be found on the following websites:
• Accounts Payable Website
• Concur Training Site

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu
856-256-4043

back to top

Gift Cards

Posted: 3-26-2022

Important Message from the Finance Division:

The University has partnered with Greenphire ClinCard to provide an efficient way to procure, distribute, account, and reconcile gift cards to meet the needs of the University community while facilitating the University’s tax compliance reporting and internal cash control requirements. ClinCard offers both physical and virtual cards. The virtual card is a digital representation of a ClinCard prepaid reloadable debit card that is electronically distributed to participants through a secure link via email.

ClinCard Benefits:

• Direct on-site disbursement to study participants
• Improved funds workflow security/approval
• Enhanced processing/tracking/reporting
• Immediate SSN validation of recipients
• University compliance with tax reporting requirements
• Support research studies with reporting that will enhance project results

The purchase and use of gift cards require strict accountability – gift cards may only be provided as compensation to human subject research participants in IRB-sanctioned research, and for prizes and awards not tied to professional, work, or academic responsibilities. Listed below are guidelines that reflect some of the updates and changes:

Gift Card Policy Updates & Reminders:

• All gift card purchases must be pre-approved by completing the Gift Card Request Form
• Employees/student workers may not purchase gift cards out of pocket
• Gift Cards may not be purchased through the Barnes & Noble account
• Gift Cards cannot be used to pay vendors for goods and/or services received and/or rendered or pay any type of wages for services rendered

What’s New:

• ClinCard’s advanced technology and enhanced features allow processing, tracking, disbursing, and reporting to be performed using a secure method in one central location.
• ClinCard Visa card program should be utilized for IRB research studies.
• The Gift Card Request Form will simplify the process since it was redesigned to be easier to complete by having the drop-down menu, auto-fill calculation columns, and the ability to complete one form regardless of the type of gift card requested.
• Additional forms have been created to capture gift card distribution information and to remain IRS compliant for requests outside of the ClinCard system.
• A dedicated inbox has been created to submit all requests, forms and answer gift card related questions, giftcards@rowan.edu

Training Materials:

• Gift Card Website
• Knowledge Base Article (login to Rowan Support Portal to access)
• Gift Card Forms PowerPoint
• Study Coordinator ClinCard Video
• One-on-one training can be scheduled via giftcards@rowan.edu  

For more information regarding the criteria, tax considerations, allowable procurement, and requirements around distribution and safeguarding of gift cards, please visit:

https://confluence.rowan.edu/display/POLICY/Gift+Card+Policy  

Contact Information:

Keri Fearon
Accounts Payable
fearon@rowan.edu 
856-256-4330

back to top

Office of Contracting & Procurement: New Thresholds

Posted: 3-3-2022

Purchase Orders by Vendors for your FOAPAL

Posted:  3-3-2022

Concur Travel and Expense Software - Updates & Reminders

Posted:  03-02-2022

Attention Rowan University Travelers

Concur, the travel & expense software, is the system for Rowan University employees traveling on official University business. The University has also contracted with Direct Travel, a travel management company, which integrates with Concur to fulfill employee travel arrangements.

The following reminders and guidelines will assist all employees regardless of whether you are a new hire, existing employee, end user, budget administrator, administrative staff or a delegate who needs a refresher in Concur. Utilizing the information below will help reduce errors and achieve quicker travel approvals and reimbursements.

Profile:

• New training available for all employees on Delegates & Travel Assistants – Click here to sign up.
• Before any travel can be submitted in Concur, it is required that the Profile be completed.
  • Required Fields: Work/Home Address, Contact Info, Verify Email, Request & Expense Approvers
• Request and Expense Approvers must be completed within the profile before submission of a request or expense report.

Request (Only Overnight Travel):

• All overnight travel requires submission of a travel request, approvals, and the issuance of an encumbrance # before travel is booked.
• A Request should be started under the Request tab of Concur, not the Travel tab.
• Request/Trip Name: Required naming convention is Destination City and Conference name, workshop, etc.(Ex. Boston-AACOM)
• How will you book your travel?
  • 1. Online using Concur Travel: indicates you plan to use Direct Travel for booking travel directly through the Concur system (University preferred booking method).
  • 2. Phone Call to Direct Travel: indicates you plan to call Direct Travel to make arrangements.
  • 3. Third Party (Outside Source): indicates you plan to book on your own and request reimbursement.
• Confirm Fund/Org/Travel Account/Program listed on the Request Header. This is the budget line where travel should be expensed. Contact your department administrator, department budget administrator, or supervisor to verify the correct information.
• Direct Travel is the University’s contracted travel management company. An approved Encumbrance # is required to complete booking. Click here to access more information.
• Review status of a request: Select Requests from the Concur top menu. You will see all the requests you created and the status of each.
• A Request can be recalled to make changes or adjustments as long as it has not been approved.

Expense (Overnight & Day Travel):

• Upon completion of overnight travel, log in to Concur and select the appropriate request to begin your expense report. Under the Action heading, select Expense. Expensing from the existing request ensures appropriate reimbursement will be issued.
• The mileage calculator tool must be used when selecting the expense type “Personal Car Mileage”. Complete the Waypoints, “A” and “B” fields with a physical address, to ensure reimbursements are calculated accurately.
• Per policy, shortest route must always be selected. Enter each segment (“A” and “B”) of your mileage as a separate line item, and verify the shortest distance has been chosen. The round-trip function is not allowable for mileage. 
• Submission of a Google Map is no longer required.
• Expenses $25 and under do not require a receipt.
• Once reimbursement has been received, the request must be closed by the traveler to ensure any remaining balance will be released and returned to the assigned FOAPAL.
• Expense Reports must be submitted 10 business days after overnight travel was completed.

·     Monthly Day Travel Expense:

• Monthly Day Travel Expense reports require the following naming convention “Month Year Day Travel” (example - January 2022 Day Travel)
• Create one expense report per month for all car mileage and related expenses.
• The “Campus to Campus” expense type is required when traveling between Rowan Glassboro, CMSRU Camden, and Rowan SOM.
• Meals are not reimbursable for Day Travel.
• Monthly Day Travel reports must be submitted within 45 days after the monthly travel was completed.

Common Concur Error Messages:

• If the following message appears, “Missing the required approver for next workflow step. You may be able to select an approver. Contact your Administrator for assistance.”
  • This is corrected by adding two Request Approvers within the profile.
• If the following message appears, “This report could not be submitted. Missing the required approver for next workflow step.”
  • This is corrected by adding one Expense Approver within the profile.

Students & Non-Employees:       

Students (Undergrad-Post Grad, etc.) and Non-Employees do not have access to Concur. Click here to access the paper-based process.

• Paper forms can be submitted via email, travel@rowan.edu, be sure to acquire all approval signatures before sending to Accounts Payable. 
• Required approvals for request: Department Head, Division Head, Ethics Liaison Officer, Grants (when applicable), and Dean of Students-Kevin Koett (students only).
• Requests will not be processed without proper approvals.
• Student travel requests should include brochure, registration form, or information printed from a website to verify the travel information. The backup should also include the GSA per diem breakdown and the signed student Release and Waiver form.

Training:

• For step by step WebEx or departmental training, contact asktravel@rowan.edu to schedule a meeting.
• Delegate/Travel Assistant Training-Register here.
• All Concur training materials can be found on the following websites:
  • Accounts Payable Website
  • Concur Training Site

Contact Information:
Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu
856-256-4043

back to top

ClinCard Gift Cards & E-Gift Cards

Posted:  02-13-2022

Important Message from the Finance Division - ClinCard now offers physical and virtual gift cards:

The University has partnered with Greenphire ClinCard to provide an efficient way to procure, distribute, account, and reconcile gift cards to meet the needs of the University community while facilitating the University’s tax compliance reporting and internal cash control requirements. ClinCard offers both physical and virtual cards. The virtual card is a digital representation of a ClinCard prepaid reloadable debit card that is electronically distributed to participants through a secure link via email.

ClinCard Benefits:

• Direct on-site disbursement to study participants
• Improved funds workflow security/approval
• Enhanced processing/tracking/reporting
• Immediate SSN validation of recipients
• University compliance with tax reporting requirements
• Support research studies with reporting that will enhance project results

The purchase and use of gift cards require strict accountability – gift cards may only be provided as compensation to human subject research participants in IRB-sanctioned research, and for prizes and awards not tied to professional, work, or academic responsibilities. Listed below are guidelines that reflect some of the updates and changes:

Gift Card Policy Updates & Reminders:

• All gift card purchases must be pre-approved by completing the Gift Card Request Form
• Employees/student workers may not purchase gift cards out of pocket
• Gift Cards may not be purchased through the Barnes & Noble account
• Gift Cards cannot be used to pay vendors for goods and/or services received and/or rendered or pay any type of wages for services rendered

What’s New:

• ClinCard’s advanced technology and enhanced features allow processing, tracking, disbursing, and reporting to be performed using a secure method in one central location.
• ClinCard Visa card program should be utilized for IRB research studies.
• The Gift Card Request Form will simplify the process since it was redesigned to be easier to complete by having the drop-down menu, auto-fill calculation columns, and the ability to complete one form regardless of the type of gift card requested.
• Additional forms have been created to capture gift card distribution information and to remain IRS compliant for requests outside of the ClinCard system.
• A dedicated inbox has been created to submit all requests, forms and answer gift card related questions, giftcards@rowan.edu

Training Materials:

• Gift Card Website
• Knowledge Base Article
• Gift Card Forms PowerPoint
• Study Coordinator ClinCard Video
• One-on-one training can be scheduled via giftcards@rowan.edu  

For more information regarding the criteria, tax considerations, allowable procurement, and requirements around distribution and safeguarding of gift cards, please visit:

https://confluence.rowan.edu/display/POLICY/Gift+Card+Policy  

Contact Information:
Keri Fearon
Accounts Payable
fearon@rowan.edu
856-256-4330

back to top

I only have eyes for the new Banner Finance Training!

Posted:  01-31-2022

Smile! Love is in the air this February. While you are enjoying your chocolates, flowers, and gifts be sure to check out the new Banner Finance online training!  Information Resources & Technology is now offering a free self-paced, online training on Receiving in Banner 9 Administrative Pages  in Canvas. You will learn the basics of how to receive goods and services for your department. Beginners will learn first hand the difference between receiving two types of purchase orders regular vs standing.  For a full description on the training and who should take this training, visit marketplace.rowanonline.com/irt.

We also offer other Canvas self-paced, online training courses for Introduction to Banner Administrative Finance Pages, Requisitions in Banner Admin, Budgets in Banner Admin, Webex, Google Drive, and Cognos. You will be issued a certificate after completion of each training. For our full list of course descriptions and registration, visit marketplace.rowanonline.com/irt.

Training Resources

Remember February is short and sweet. Do not forget to check out our free Rowan employee training resources! IRT Training offers free training manuals, quick reference guides and recorded videos to help you navigate Rowan University applications.  Our training resources were designed to help you learn at your own pace.  

To see all of our training resources, go to go.rowan.edu/training  - search by category for a manual, quick reference guide, or recorded video. You can also find all of our recorded training sessions on our website at go.rowan.edu/training.

Contact Information:

Sheena Pierce
Training & Instructional Support/Information Resources & Technology
Techncial Trainer/Instructional Designer
piercesh@rowan.edu 
856-256-4179

back to top

Update on FY22 technology requests

Posted:  01-27-2022

Due to ongoing supply chain disruptions, we are experiencing shipping delays of a few weeks to several months for technology purchases, depending on the supplier. As a result, it is unclear whether we will be able to fulfill requests for technology submitted now by the end of the fiscal year. 

 Requests submitted now may be charged to FY23 operating budgets depending on delivery times, so please plan accordingly. 

 We previously announced a Tuesday, Feb. 1, deadline for submitting technology requests for this fiscal year. We encourage you to submit your orders for new hardware, including computers, monitors and printers, as well as audio-visual equipment and installation, by that date to help with timely delivery. However, if you place an order after Feb. 1, and it is received and delivered during this fiscal year, it will be charged to your current fiscal year operating budget. Only items received and delivered after the end of the fiscal year will be charged to FY23 operating budgets. 

 Trade-in cycle computers are managed through a different ordering and budgeting process. You do not need to take any action right now for new faculty computers or computers eligible for replacement through the trade-in cycle.

 You can place orders for new hardware using the Rowan Support Portal. For help ordering technology in the portal, visit go.rowan.edu/hardware. To request audio-visual equipment, visit go.rowan.edu/GetServices. 

Personal Purchases Will Not Be Reimbursed 

While we understand the frustration over these delays, all technology purchases must be submitted through our approved procurement process to ensure compliance with University policies, including the Technology Ownership Policy. We will not reimburse employees who purchase technology using personal funds or otherwise try to circumvent the University’s procurement process. 

If you have any questions, please contact the Technology Support Center at 856-256-4400, or submit a ticket in the Rowan Support Portal​.

back to top

FY22 technology requests must be submitted by Feb. 1

Posted:  01-24-2022

Due to ongoing supply chain disruptions, all technology requests must be submitted by Tuesday, Feb. 1, to be charged to a current fiscal year budget. This deadline applies to all new hardware, including computers, monitors and printers, as well as audio-visual equipment and installation. 

Even requests placed before Feb. 1 may not be processed and fulfilled during the current fiscal year due to shipping delays, which vary from a few weeks to several months depending on the supplier. Please plan for requests submitted after Feb. 1 to be charged to FY23 budgets. 

Please place orders for new hardware using the Rowan Support Portal. For help ordering technology in the portal, visit go.rowan.edu/hardware. To request audio-visual equipment, visit go.rowan.edu/GetServices. 

Personal Purchases Will Not Be Reimbursed 

While we understand the frustration over these delays, all technology purchases must be submitted through our approved procurement process to ensure compliance with University policies, including the Technology Ownership Policy. We will not reimburse employees who purchase technology using personal funds or otherwise try to circumvent the University’s procurement process. 

If you have any questions, please contact the Technology Support Center at 856-256-4400, or submit a ticket in the Rowan Support Portal​.

back to top

Accounts Payable Mileage Rate 2022

Posted:  01-19-2022

Effective January 1, 2022: the standard mileage rate has increased to $0.585 per mile for individuals traveling in privately owned vehicles on official business for the university. Concur Travel and Expense software has been updated to reflect this change for employees. All travel paper forms for Students / Non-Employees have also been updated. Students / Non-Employees should use the appropriate form when requesting reimbursement for travel.

Per University Travel Policy: when utilizing privately owned vehicles for official University business, the mileage reimbursement will be made at the prevailing IRS business rate. If a personal automobile is used for business purposes, individuals will be reimbursed for miles incurred in excess of daily commute at the current IRS authorized mileage rate. The personal mileage reimbursement covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and gas.

For more information regarding mileage rates visit; IRS website

Concur Travel and Expense website; go.rowan.edu/concurtravel

Students / Non-Employees travel paper forms; Accounts Payable website

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu
856-256-4043

back to top

Start the new year by learning Banner Finance and More!

Posted:  01-03-2022

Cheers to a new year! Let’s pop the confetti and celebrate 2022. This year  will be full of new promises so why not  take the opportunity to set a new goal to boost  your  technology skills in Google Drive, Banner Finance, Webex, Cognos, and more!  For the month of January IRT training is offering free Canvas self-paced, online training courses for:

• Introduction to Banner Admin Finance Pages

• Requisitions in Banner Admin

• Budgets in Banner Admin

• Self-Service Banner Finance

• Webex

• Google Drive

• Cognos
   

You will be issued a certificate after completion of each training. For our full list of course descriptions and registration, visit marketplace.rowanonline.com/irt.

Note: The Banner Receiving course will be available soon, but meanwhile  we have recorded a live class for you to view while we are busy creating the Banner receiving Canvas course. Keep your eye on the Rowan Announcer in the coming months as the Receiving course will be rolled out.  You can register to view the recorded session at go.rowan.edu/bannerfinancetrainings.

Training Resources

Do not forget to check out all of our Rowan employee training resources. IRT Training offers free training manuals, quick reference guides, and recorded videos to help you navigate Rowan University applications.  Our training resources were designed to help you learn at your own pace.  

To see all of our training resources, go to go.rowan.edu/training  - search by category for a manual, quick reference guide, or recorded video.

Contact Information:

Sheena Pierce
Training/Information Resources & Technology
Technical Trainer & Instructional Designer
piercesh@rowan.edu
856-256-4179 (6-4179)

back to top

Message on behalf of Joseph Scully, Senior Vice President and CFO, and Mira Lalovic-Hand, Senior Vice President and CIO: 

Posted:  11-30-2021

 The disruption of the global supply chain slowing the delivery of goods worldwide is causing delays in procuring technology for Rowan University. 

 We are experiencing shipping delays with computers and peripheral devices, particularly monitors and printers, that range from a few weeks to several months. 

 Personal Purchases Will Not Be Reimbursed 

While we understand the frustration over these delays, all technology purchases must be submitted through our approved procurement process to ensure compliance with University policies, including the Technology Ownership Policy. We will not reimburse employees who purchase technology using personal funds or otherwise try to circumvent the University’s procurement process. 

 Managing Your Current & Future Technology Purchases 

We are directly notifying employees who have recently placed orders to address potential shipment delays and offer alternate options, whenever possible. 

 As you consider your technology needs for the rest of this fiscal year, we encourage you to place your orders as early as possible to help with timely delivery and receiving. Even orders placed now may not be processed and fulfilled during the current fiscal year depending on the supplier. 

 If you have any questions, please contact the Technology Support Center at 856-256-4400, or submit a ticket in the Rowan Support Portal​.

back to top

Holiday Gifts and Receptions

Posted:  11-5-2021

OFFICIAL NOTICE: Holiday Gifts and Receptions

With the holiday season upon us, as Rowan University’s Ethics Liaison Officer I want to remind everyone that it is the policy of Rowan University and of the State of New Jersey to prohibit Rowan University employees from accepting gifts or items of value from individuals, companies or vendors doing business with the University. Note also that faculty are not to accept gifts from students. Any gift received by a Rowan University employee in his or her official capacity must be reported to me and I will, in turn, make a decision on whether or not it can be accepted, returned or turned in to be donated to a designated local charity. If practical, you should return the gift to the firm or individual who sent the gift and inform the firm or individual who sent the gift why you cannot accept it.

Note that gifts or benefits received that are of nominal or trivial value (i.e., complimentary calendars, pens or pencils) that are offered to the general business public through mass mailings or other forms of distribution need not be returned if their use does not create an impression of an endorsement. In these cases, one should NOT display these items publicly in their offices, as this might create an impression of a conflict.

Additionally, please be advised that Rowan University employees should refrain from attending holiday parties or receptions hosted by interested parties (i.e., those individuals, firms or vendors who do business with the University or who are seeking to do business with the University) if these events are primarily social in nature. Also as a reminder, University funds are not to be used for greeting cards or parties.

The Office of Compliance & Corporate Integrity provides the following procedure for returning or donating holiday gifts:

1. Employees are instructed to send non-perishable gifts via interoffice mail to the Office of Compliance & Corporate Integrity, 40 E. Laurel Rd., Suite 1100, Stratford, NJ 08084. In addition to the gift, please include the recipient's name, interoffice mailing address, title, and department, the date the gift was received from donor, and the donor's name and address.
2. Employees are instructed to donate perishable gifts to a local charitable organization in which they do not hold an interest, as defined above. Please contact the Office of Compliance & Corporate Integrity.
3. Upon receipt of the above information, the Office of Compliance & Corporate Integrity sends a letter to the donor, with a copy to the recipient, informing the donor that State employees are prohibited from accepting gifts during their employment at Rowan University. Whenever practicable, non-perishable items are returned to the donor.
4. The Office of Compliance & Corporate Integrity maintains a database of gifts returned/donated, as well as copies of the letters that were sent to donors.

I remind all that the above policies are mandated by State laws and State regulations. Please direct all questions about gifts and parties to me, the University ELO at the extension or email address below. Thank you.

Contact:

Ray Braeunig, CHC, CHPC, CHRC
Chief Audit, Compliance & Privacy Officer
Ethics Liaison Officer
Rowan University
40 East Laurel Road
P.O. Box 1011
University Educational Center {UEC-1108}
Stratford, NJ 08084

856-566-6136  Phone
856-566-6492  Fax
610-416-6699  Cell
braeunrc@rowan.edu    Email

back to top

How can I see all the PO's in my FOAPAL?

Posted:  10-25-2021

Did you know that you can review PO details in Self-Service?

Posted:  9-28-2021

New System for Gift Card & E-Gift Card Purchases

Posted:  7-22-2021

Important Message from the Finance Division - New System for Gift Card Purchases:

The University has partnered with Greenphire ClinCard to provide an efficient way to procure, distribute, account, and reconcile gift cards to meet the needs of the University community while facilitating the University’s tax compliance reporting and internal cash control requirements. 

ClinCard Benefits:

• Direct on-site disbursement to study participants
• Improved funds workflow security/approval
• Enhanced processing/tracking/reporting
• Immediate SSN validation of recipients
• University compliance with tax reporting requirements
• Support research studies with reporting that will enhance project results

The purchase and use of gift cards require strict accountability – gift cards may only be provided as compensation to human subject research participants in IRB-sanctioned research, and for prizes and awards not tied to professional, work, or academic responsibilities. Listed below are guidelines that reflect some of the updates and changes:

Gift Card Policy Updates & Reminders:

• All gift card purchases must be pre-approved by completing the Gift Card Request Form
• Employees/student workers may not purchase gift cards out of pocket
• Gift Cards may not be purchased through the Barnes & Noble account
• Gift Cards cannot be used to pay vendors for goods and/or services received and/or rendered or pay any type of wages for services rendered

What’s New:

• ClinCard’s advanced technology and enhanced features allow processing, tracking, disbursing, and reporting to be performed using a secure method in one central location.
• ClinCard Visa card program should be utilized for IRB research studies.
• The Gift Card Request Form will simplify the process since it was redesigned to be easier to complete by having the drop-down menu, auto-fill calculation columns, and the ability to complete one form regardless of the type of gift card requested.
• Additional forms have been created to capture gift card distribution information and to remain IRS compliant for requests outside of the ClinCard system.
• A dedicated inbox has been created to submit all requests, forms and answer gift card related questions, giftcards@rowan.edu

Training Materials:

• Gift Card Website
• Knowledge Base Article
• Gift Card Forms PowerPoint
• Study Coordinator ClinCard Video
• One-on-one training can be scheduled via giftcards@rowan.edu  

For more information regarding the criteria, tax considerations, allowable procurement, and requirements around distribution and safeguarding of gift cards, please visit:

https://confluence.rowan.edu/display/POLICY/Gift+Card+Policy  

Contact Information:
Keri Fearon
Accounts Payable
fearon@rowan.edu
856-256-4330

back to top

Banner Finance Fiscal Year End Process Update

Posted:  7-13-2021

Beginning at 3:30PM on Friday, July 16^th, the Finance Division will be completing year end system process updates in the Banner Finance module in both Self-Service Banner & Administrative Pages.

On July 16^th, all Banner Finance users are required to log off of the Banner Finance module by 3:30pm. 

The Finance module will be unavailable until Saturday, July 17^th.

Banner Finance includes, but is not limited to:

-          Requisitions

-          Receiving

-          Journal Entries

-          Accessing Budgets

Please contact AccountingServices@rowan.edu if any questions or concerns.

Contact Information:
Brooke Lew
Finance
AVP Finance & Controller
lew@rowan.edu
856-256-4130

back to top

Office of Contracting & Procurement: Change Orders

Posted:  7-2-2021

Change Order Request Portal

On July 1st, the change order mailbox (changeorders@rowan.edu) will be turned off. You can make all of your purchase order change requests here (also available on our website).  

What you will be asked to provide:

• Purchase Order #
• Vendor
• Buyer (listed on the bottom left corner of your purchase order)
• Type (increase of decrease)
• Amount (since last change order)
• Change Request
• New Total
• Explanation for Change
• Any documentation you wish to provide

If you have any general questions, please reach out to requisitions@rowan.edu. If you have any purchase order specific questions, please reach out to the buyer listed on your purchase order.

The Change Order Request Portal is available to use now.

Contact Information:
Alexis Jones
Office of Contracting & Procurement
Associate Director
jonesal@rowan.edu
856-256-5171

back to top

Restricting access to sensitive information in Banner

Posted: 6-17-2021

back to top

FY21 technology requests must be submitted by May 7

Posted: 4-29-2021

​All requests for new hardware, including computers, monitors and printers, and audio-visual equipment and installation must be submitted by Friday, May 7, to ensure delivery during the current fiscal year. This deadline is due to a parts shortage caused by the pandemic that is delaying shipments from all manufacturers, including Lenovo and Apple. 

Due to the shipment delays, Information Resources & Technology will be unable to process orders placed after Friday, May 7, during this fiscal year. 

Please place orders for new hardware using the IRT Support Portal. For help ordering technology in the portal, visit go.rowan.edu/hardware. To request audio-visual equipment, visit go.rowan.edu/GetServices​. 

If you have any questions, please contact the Technology Support Center at 856-256-4400, or submit a ticket in the IRT Support Portal.

back to top

New System for Gift Card Purchases

Posted: 4-23-2021

Concur Travel and Expense Training - April

Posted: 4-8-2021

Attention Rowan University Travelers, Assistants & Approvers – Concur Travel and Expense Training

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue to provide training for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

Important reminders:

• Employees must complete their Concur profile to be able to access each of the Concur modules.
• All Concur training materials and training registration can be found on the Accounts Payable website for your reference.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 - last day for employees to submit Day Travel Expense Form (mileage log) using our current paper-based process.
• December 2, 2020 - last day to submit or approve all employee travel forms using our current paper-based process.

Contact Information:

Miranda Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

back to top

Fiscal 2021 Year End

Posted: 3-4-21

Fiscal 2021 Year End Budget Requirements

Department Heads should review their unit's salary and non-salary accounts to ensure that all operating budgets are not in an actual or projected deficit. Actual and/or projected deficits must be covered through budget transfers.  Please cover deficits for all salary accounts (other than full time salary) through a budget transfer form no later than 07/09/21.

Fiscal 2021 Year End Closing Dates:

Important Notes

If there are any additional questions or concerns regarding the year-end closing process, please contact:

Contact Information:
Mary Ann Nisula
Assistant Controller
Accounting Services
nisula@rowan.edu
856-256-4893

back to top

Concur Travel and Expense Training - March

Posted: 3-3-2021

Concur Travel and Expense Training - February

Posted: 2-4-2021

Attention Rowan University Travelers, Assistants & Approvers – Concur Travel and Expense Training

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue to provide training for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

 Important reminders:

• Employees must complete their Concur profile to be able to access each of the Concur modules.
• All Concur training materials and training registration can be found on the Accounts Payable website for your reference.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 - last day for employees to submit Day Travel Expense Form (mileage log) using our current paper-based process.
• December 2, 2020 - last day to submit or approve all employee travel forms using our current paper-based process.

Contact Information:

Miranda Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

back to top

Accounts Payable Mileage Rate 2021

Posted: 1-14-2021

Concur Travel and Expense Training

Posted: 11-27-2020

OFFICIAL NOTICE: Holiday Gifts and Receptions

Posted: 11-19-20

With the holiday season upon us, we are reminding everyone that it is the policy of Rowan University and of the State of New Jersey to prohibit Rowan University employees from accepting gifts or items of value from individuals, companies or vendors doing business with the University. Note also that faculty are not to accept gifts from students. Any gift received by a Rowan University employee in his or her official capacity must be reported to the Ethics Liaison Officer (Ray Braeunig-braeunrc@rowan.edu) and a decision will be made whether or not it can be accepted, returned or turned in to be donated to a designated local charity. If practical, you should return the gift to the firm or individual who sent the gift and inform the firm or individual who sent the gift why you cannot accept it.  Please document this activity and send to me for filing purposes.

Note that gifts or benefits received that are of nominal or trivial value (i.e., complimentary calendars, pens or pencils) that are offered to the general business public through mass mailings or other forms of distribution need not be returned if their use does not create an impression of an endorsement. In these cases, one should NOT display these items publicly in their offices, as this might create an impression of a conflict.

Additionally, please be advised that Rowan University employees should refrain from attending holiday parties or receptions hosted by interested parties (i.e., those individuals, firms or vendors who do business with the University or who are seeking to do business with the University) if these events are primarily social in nature. Also as a reminder, University funds are not to be used for greeting cards or parties.

For the Rowan University School of Osteopathic Medicine (RowanSOM), the Stratford campus and RowanSOM satellite offices, the Office of Compliance & Corporate Integrity provides the following procedure for returning or donating holiday gifts:

1. RowanSOM employees are instructed to send non-perishable gifts via interoffice mail to the Office of Compliance & Corporate Integrity, 40 E. Laurel Rd., Suite 1100, Stratford, NJ 08084. In addition to the gift, please include the recipient's name, interoffice mailing address, title, and department, the date the gift was received from donor, and the donor's name and address.
2. Employees are instructed to donate perishable gifts to a local charitable organization in which they do not hold an interest, as defined above. Please contact your RowanSOM Office of Compliance & Corporate Integrity.
3. Upon receipt of the above information, the RowanSOM Office of Compliance & Corporate Integrity sends a letter to the donor, with a copy to the recipient, informing the donor that State employees are prohibited from accepting gifts during their employment at Rowan University. Whenever practicable, non-perishable items are returned to the donor.
4. The RowanSOM Office of Compliance & Corporate Integrity maintains a database of gifts returned/donated, as well as copies of the letters that were sent to donors.

The above policies are mandated by State laws and State regulations. Please direct all questions about gifts and parties to me, the University ELO - Ethics Liaison Officer at the extension or email address below. Thank you.

Contact:
Ray Braeunig, CHC, CHPC, CHRC
Chief Audit, Compliance & Privacy Officer
Ethics Liaison Officer
Rowan University
40 East Laurel Road
P.O. Box 1011
University Educational Center {UEC-1108}
Stratford, NJ 08084

braeunrc@rowan.edu
856-566-6136  Phone
856-566-6492  Fax
610-416-6699  Cell

 back to top

Confirming Orders

Posted: 11-5-2020

Concur Travel and Expense Training

Posted: 11-1-2020