Office of Contracting & Procurement

Office of Contracting & Procurement

 

Welcome to the Office of Contracting & Procurement (OC&P)

 
 

 Conditions of Purchase

Announcements

Fiscal 2022 Year End

Fiscal 2022 Year End Budget Requirements

Department Heads should review their unit's salary and non-salary accounts to ensure that all budgets are not in an actual or projected deficit. This is required for all FOAPALs (operating, carryforward/special programs, grant or capital project FOAPALs).  Actual and/or projected deficits within your unit/org 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 07/12/22.

Fiscal 2022 Year End Closing Dates:

June 10, 2022

Last day to process requisitions or change orders for FY22 goods and services. Please place your requisition with appropriate documentation and required approvals to allow conversion to PO.  Goods and/or services physically received by the close of the fiscal period June 30, 2022 will be charged to FY22 budget.

June 10, 2022

Last day to place orders through Amazon.

June 15, 2022

All full time and student salary vouchers need to be submitted by June 15th in order to be paid within FY22. 

** Any FT or student labor redistribution for FY22 (for BW Pay#14) must be processed no later than July 19th.**

June 16, 2022

Last day to place orders to Office Depot.

June 16, 2022

Begin systematic batch closing of POs with remaining balances of $10.00 and under.  Process to continue throughout Finance year-end close (mid-July) procedures.

June 24, 2022

Last day for using a BOA Purchasing Card (PCard). 

** Cards usage will be suspended from this date until 7/1/22.**

June 29, 2022

All departmental deposits must be received on this day by the Office of the Bursar for posting by 4:30 p.m. 

June 30, 2022

Any open purchase orders at the close of FY22 (6/30/22) will be charged against FY23 budget if the item hasn’t been physically received.

June 30, 2022

Goods to be charged against FY22 budget must be physically and electronically received (in banner) by the close of business day.

July 01, 2022

All BOA Purchasing Card (PCard) June activity should be allocated in BOA Works system by end of day.

July 08, 2022

Last day to post Non-PO payment request’s with a transaction date of June 30, 2022 for FY22 goods and services received on or before June 30, 2022.

July 08, 2022

Cutoff date for processing Accounts Payable documents to be recorded in fiscal year 2022. Such documents include Non-PO payment request, travel, and invoices against purchase orders.

July 08, 2022

Last day to submit journal entry requests/feeds and fully authorized DCAs.

July 12, 2022

Last day to submit a budget transfer form for salary accounts.

July 19, 2022

Last day to submit requests for labor redistribution corrections and adjustments (reallocation of salary and fringe) for full time and students (BW & BS Pay#14).

Important Notes & Reminders

1.

Entering a requisition in Banner by the cutoff date (6/10/22) does not guarantee that the expense will be processed and paid within the current fiscal year (FY22).  Due to ongoing supply chain disruptions, orders may not be processed and fulfilled during the current fiscal year (FY22).  Continue to anticipate shipping delays, out of stock items and back orders.  Please plan accordingly and do not wait until the cutoff date (6/10/22) to submit a requisition.

2.

Cutoff date for requisitions do not apply to external grant (funds beginning with 5 or 6), capital projects (funds beginning with 7), or select CHRI grants (funds beginning with 168XX) activity.  All other cutoff dates (DCAs, Amazon, Office Depot, etc.) apply to these funds.

3.

All invoices should be forwarded to the Accounts Payable department or sent to invoices@rowan.edu.

4.

FY22 Operational Budget surplus will not carry forward into FY23. 

5.

FY23 Non-operating funds budgets (special programs, etc.) will not be set up in Banner until Finance completes year end system roll procedures, tentatively set for mid-July 2022.

6.

POs open at the completion of FY22 will carry forward to FY23 and charged to the fiscal FY23 budget. 

  • Accounting Services will begin systematically batch closing POs with remaining balances of $10.00 and under beginning June 16, 2022.  Note: the $10.00 threshold is subject to change based on Finance Management review.
  • Once closed via batch process, POs cannot be re-opened or a change order processed.
  • Ensure adequate balance for any remaining expenses are on the PO prior to this cutoff date.

7.

Journal entry feeds include: telephone, stationary, postage, custodial back-charges, labor & material back-charges, duplicating, catering, copier, fuel charges, atrium card and BOA Pcard correction activity.

8.

Additional Procurement information can be found here.

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

Accounting Issues:

Mary Ann Nisula nisula@rowan.edu ext.64893

AP Issues:

Ana Cardona-Parra  cardonaparra@rowan.edu  ext.64335

Budget Issues:

Eric Williams  williamsej@rowan.edu  ext.64337

Bursar Issues:

Monica Neuber neuber@rowan.edu ext. 65161

Purchasing Issues:

Chris Haley  haley@rowan.edu  ext.64149

Grant Issues:

Rita Piccioni  piccioni@rowan.edu  ext.65492

Unsure where your Purchase Order is in Banner? Use FOIAPP!

Search Banner screen FOIAPP by po number.

To view the approval history for a document:

  1. From the Banner 9 Welcome screen, search for page FOIAPPH and hit Enter
  2. Enter the document number into the Document Code field
  3. Click “Go” on right hand side
  4. The Details section will display actions taken on the document to date

Determining Honoraria

An honorarium is a one-time "gift" for a special, non-recurring activity or event for which a fee is not legally or traditionally required. There is no contract, the fee is not set or negotiated by the recipient, and the honorarium may not be paid to a third party (corporation, business, or partnership).
 
If payment is negotiated and agreed upon, it is considered a contractual agreement and should be processed as a payment for personal services, not an honorarium.
 
Do you believe your guest fits the parameters? Check out the new Honorarium Guide.
 

Fixed Assets

Quick Reference Guide for Fixed Asset Purchases $5,000 and up

Video Training for Fixed Asset Purchases $5,000 and up

New Approval Requirements


New Procurement Thresholds

 
  • Quote Threshold increased from $10,000 to $20,000
  • Bid Threshold increased from $35,500 to $100,000 unless awarded vendor is subject to Prevailing Wage
  • BRC Threshold increased from $5,325 to $15,000

Change Order Requests

On July 1st, the change order mailbox will be turned off. You will make all of your purchase order change requests below:

 Change Order Request

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 now available for use.

Warning: Confirming Orders

In order to safeguard public funds State Law requires, with few exceptions, that goods and services be received and inspected before payment is made.

Requisitions submitted to the OC&P after the order has been placed with the vendor or after the University has received the products or services are called Confirming Orders.

Confirming orders are not allowed.

There are several potential problems associated with confirming orders; such as:

  • Violations of legal requirements
  • Lost items
  • Missed discounts
  • Receipt of duplicate shipments
  • Redundant payments
  • Unidentified invoices

Any employee who buys products or services without going through the OC&P assumes the possibility of personal liability for payment and the suspension of requisitioning privileges.

If you submit a requisition with an invoice attached indicating the purchase has already been completed, please note that the OC&P may not process the requisition.

Frequently Used Procurement Portals

Click here for the required Approval Form (Contract and Sole Source). 
Change Order Sole Source