PCard & Alternative Procurement

PCard & Alternative Procurement

Alternative Procurement

  • Reimbursements
  • University Purchasing Card (UPC)
  • University Fuel Card
  • ShopRite House Account Card
  • Wegmans House Account Card

Please remember that only the Office of Contracting & Procurement has the authority to obligate the University for the purchase of goods and services. Any purchases made outside this policy become the sole liability of the individual making the purchase.

Point of Contact at Rowan University: Karen James, ext. 64504

 

Purchasing Card (P-Card)

The Banner Finance System should always be your first choice for obtaining goods and services. The University Purchasing Card should only be used as a supplement for items that are not available through the Purchase Order process or in extreme emergencies.

Additional approvals are needed for:

  • Technology: All software, computer hardware, and consulting purchases must be reviewed and approved by Information Resources & Technology to ensure they are aligned with institutional priorities and that IRT can support them once activated. Requests for review can be made by filling out the IT Review and Acquisition Form at Self Service Banner, under the Finance Section. This policy applies to all members of the Rowan community who seek to acquire IT Resources using University funds, including University Purchasing Cards, grant funds from contracts and/or transmittal forms between the University and external funding sources (public and private).
  • Entertainment, food/refreshments on and/or off campus:  As a state agency, the University must comply with the guidelines set forth by the State of New Jersey’s Department of the Treasury in its use of appropriated state funds. All unit requests for the payment or reimbursement for entertainment or reception expenditures must comply with University policy on food/refreshments, and have a properly completed Entertainment Form submitted.
  • Travel: All travel necessary to conduct regular University business requires the prior approval of the employee's supervisor. Travel Forms must be properly completed and approved by the Department and Division Heads. The request should be routed to Accounts Payable for review by the Business and Ethics offices THREE WEEKS PRIOR to the trip. University travel policy be found here

 

Bank of America Purchasing Card (P-Card)
Policy
Request Form Instructions
Manual
Account Request & Approver Acknowledgement
Account Change Request Form
Accountholder Agreement
MCC Blocking Schemes
Missing Receipt Affidavit

 

Bank of America Training Guides
Accountholder Quick Reference Guide
Complete User Guide
Managing Transactions - Accountholder & Proxy
Managing Transactions - Approver
Receipt Imaging

 

University Fuel Card

A University Fuel Card may be issued to an employee/department for any of these scenarios:

  • You travel frequently by car during the regular course of business
  • You frequently use your University Purchasing Card for fuel purchases


To request an individual card, please fill out the Request Form and Fuel Card Cardholder Agreement below and foward to Karen James in the Office of Contracting & Procurement, Bunce Hall.

If approved, you will receive a montly transaction report via email. Within 10 days of receiving the report, you must submit all receipts and a monthly transaction log for all purchases noted on the report.

To request a new departmental card with multiple drivers, please fill out the Request Form and Fuel Card Cardholder Agreement. The Department Head must fill out the Fuel Card Cardholder AgreementFuel Card User Agreements are required for all drivers in the department who will use the Fuel Card.

To add a driver to an existing departmental card, please fill out the Fuel Card User Agreement for the new driver and forward to Karen James either by email or interoffice mail. PIN numbers cannot be issued without signed card user agreements.

University Fuel Card
Request Form
UFC Transaction Log
Fuel Card Cardholder Agreement
Fuel Card User Agreement (PIN request)

University Fuel Card Additional Information: Policy & Procedures


ShopRite House Account Card

ShopRite House Account Cards can be used to purchase items from the food store. To apply for a ShopRite Card, please fill out the ShopRite Card Request Form. When sending receipts to Accounts Payable, include a Transaction Log.

ShopRite House Account Cards
ShopRite Card Request Form
ShopRite Card Transaction Log
General Information


Please Note: When creating a requisition for the ShopRite Cards, please include the name on the card, and card number, in the commodity description.