Office of Contracting & Procurement

Office of Contracting & Procurement

 

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

 
 

 Conditions of Purchase

Announcements

Fiscal 2021 Year End

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.

You can find additional information here.

Fiscal 2021 Year End Closing Dates:

June 11, 2021 Last day to process requisitions or change orders for FY21 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, 2021 will be charged to FY21 budget.
June 11, 2021 Last day to place orders through Amazon.
June 17, 2021 Last day to place orders through Office Depot.
June 17, 2021 Last day for using a University Purchasing Card (UPC). *Card usage will be suspended from this date until 7/1/21.
June 17, 2021 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 30, 2021 Any open purchase orders at the close of FY21 (6/30/21) will be charged against FY22 budget if the item hasn’t been physically received.
June 30, 2021 Goods to be charged against FY21 budget must be physically and electronically received (in banner) by the close of business day.
July 09, 2021 Last day to post Non-PO payment request’s with a transaction date of June 30, 2021 for FY21 goods and services received on or before June 30, 2021.
July 09, 2021 Cutoff date for processing Accounts Payable documents to be recorded in fiscal year 2021. Such documents include Non-PO payment request, travel, and invoices against purchase orders.
July 09, 2021 Last day to submit budget transfers, journal entry requests, and DCAs.
July 09, 2021 Last day to submit requests for Labor Redistribution corrections and adjustments (reallocation of salary and fringe).

Find COVID-19 Procurement Procedures here for employees, vendors and site visits 

New Grant Uniform Guidance Policy and Processes

Uniform Guidance (UG), is the set of rules and regulations that governs the administration of federally funded projects during its lifespan. The bulk of Uniform Guidance came into effect on December 26, 2014, but much of the guidelines that impact University Procurement Services were delayed. As a result, Rowan became compliant with UG standards by July 1, 2018, a requirement in order to remain eligible to receive federal funds.

Policy
 
Check out the webpage for more information.
 

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.

Procurement Portals

Click here for the required Approval Form.