How to Purchase Goods or Services

How to Purchase Goods or Services

Before You Purchase: Requirements & Compliance

Understand the Rules Before Initiating a Purchase

The Office of Contracting & Procurement (OC&P) ensures all purchases comply with State laws and University policies. Price thresholds—set by the State and adopted by our Board of Trustees—determine what documentation is required.

Rowan offers 35 exception categories that may replace quotes or bids. However, if your purchase exceeds the bid threshold, exceptions require Board of Trustees approval.

Additional documentation may be needed based on the item or cost. 

  • Thresholds
  • Vendors 
  • Contracts
  • Special Processes
  • BOT Waivers, Public Offerings (RFPs), Sole Source

Thresholds: How much is your anticipated spend?

General Thresholds (applicable for most purchases)

< $19,999.99 Three quotes are encouraged.
$20,000.00 - $99,999.99 Three quotes are required, unless an exception applies.
> $100,000.00 Public bid is required or a BOT Waiver if an exception applies.

Public Works Thresholds

< $7,879.99 Three quotes are encouraged.
$7,880.00 - $39,399.99 Three quotes are required, unless an exception applies.
>$39,400.00 Public bid is required

Bid Splitting Warning Splitting a purchase into smaller transactions to avoid required documentation is prohibited. This practice violates State and University regulations.

Vendors: Have you identified the vendor you plan to use?

Vendors must meet State regulations. 

  1. Check ProConnect to see if your vendor already has a profile in the system.
  2. To work with a new vendor, submit a vendor request through ProConnect.
  3. For process details, visit Vendors for Campus Employees.

Preferred Vendors are pre-approved suppliers with University-wide contracts. They’re fully onboarded and ready for use by all deparments and schools.

Contracts: Did the vendor provide a contract or terms and conditions?

Before any contract is finalized or a purchase is made, Rowan University requires a review of the agreement’s terms and conditions to ensure compliance with State laws and University policies.

Key Steps:

  1. Submit Request in ProConnect

  2. OC&P Review:

    • Legal and regulatory compliance

    • Risk and liability concerns

    • Alignment with University purchasing policies

  3. Additional Approvals Depending on the contract type and dollar amount, additional approvals may be required (e.g., IRT, Legal Counsel, or Risk Management).

  4. Finalization Once approved, the contract is signed and attached to the requisition in ProConnect to generate a Purchase Order.

Your requisition will not be processed until your contract is in a fully-executed status.

Please click here for more information.

Step 3: Special Processes (if applicable)

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

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

When to Use the Entertainment/Official Reception Request Process (ProConnect)

  • Requisitions: The Entertainment/Official Reception Request Form in ProConnect is required for all events submitted through a requisition.

  • Amazon, Reimbursements, and P-Card Purchases: Continue using the PDF version of the form and submit it with all required supporting documentation.

Account Code

  • Use 7200 – Catering & Official Reception for all related expenses.

Before You Submit

  • Review the Receptions and Entertainment Policy to ensure the event meets university requirements.

  • Confirm all supporting documentation is complete prior to routing for approval.

Furniture & Related Items
Approval through RU's Facilities team is required for all furniture purchases including refrigerators, freezers, bulletin boards, and dry erase boards.
 
Furniture Process in ProConnect
 
Space Heaters outside of the Pre-Approved Space Heater List will also require pre-approval.
 
Contact Tyler Healy: healyt9@rowan.edu 
Independent Contractors

See the Independent Contractor webpage for complete guidelines.
IT Purchases & Get Technology

The Get Tech process is Rowan’s streamlined system for faculty and staff to request and purchase technology—including hardware, software, and IT services.

How It Works

  • Submit a Request: Use the Get Technology form in the Rowan Support Portal.

  • One Unified Form: Covers all IT needs—no need to juggle separate forms for hardware, software, or services.

  • Automatic Routing: Requests are reviewed for compatibility, security, and compliance with University standards.

  • Faster Approvals: The process includes a redesigned workflow to speed up approvals and reduce delays.

  • Renewals Made Easy: Software renewals auto-populate with previous order details for quick resubmission.

End User Creates a Requisition in ProConnect

Once your Get Tech request is approved, the next step is for the end user to enter a requisition in ProConnect. This includes:

  • Vendor details (if known)

  • Item description and Get Tech Approval #

  • Required documentation (e.g., quotes, contracts, compliance forms)

  • Correct Commodity and Account Codes

Purchase Order Issued

OC&P converts the requisition into a Purchase Order (PO) and sends it to the vendor for fulfillment.

For more details, visit the

Vehicles

Vehicle Acquisition & Servicing Request: ProConnect Process

All vehicle requests must be submitted through ProConnect. See process guide.

Steps

  1. Pre-Check

    • Get Auto Shop verification and budget confirmation

  2. Submit Request Form

    • Enter supplier, vehicle details, justification, and required documents

  3. Fixed Asset Details

    • In Internal Notes, include: custodian, use, location, and expected lifespan

  4. Approval Routing

    • System routes through Fleet Management, AVC of Operations, and final approvers

  5. Finalize Submission

    • Use Commodity Code: CD435-000 and Account Code: 7645

Support: Contact Fleet Management or OC&P with questions.

BOT Waivers, Public Offerings (RFPs), Sole Source

BOT Waivers

The Board of Trustees can permit the University to procure specific goods and services for which the dollar amount exceeds the bid threshold, without publicly bidding the request.

There are 35 categories of exceptions that can be utilized by the campus community to request a board waiver.

Departments requiring the requested goods or services must submit the BOT Waiver Request with any additional information necessary to Chris Haley via email.

 

Public Offerings (RFPs)

The OC&P is here to help whenever you anticipate a purchase of goods or services that may exceed the public bid threshold established by the State or extend over multiple fiscal years. There are certain purchases/services that will be exempt from public bidding. OC&P will determine whether or not your purchase is subject to bid. Please contact the OC&P for any bid related inquiries.

Sole Source Requests

It is the policy of the University to procure all materials, equipment, supplies, and services through competitive means. However, there exists a category of expenditure whereby such open bidding is not possible due to the product or service being available from only one source. In those instances, the Sole Source exception may apply.

Threshold Requirements

< $20,000 No Exception Request required.
$20,000 - $399,999.99 Exception Request required.
> $400,000 Exception Request and BOT Waiver required.

Sole Source Form Guide

Please attach additional supporting documents, i.e., contracts, quotes, specifications, etc. Once you complete your request, and upon approval, the requisition will convert to a purchase order automatically.

 

Preferred Vendor

Through the public bidding process, the OC&P has approved specific vendors for certain goods and services.

Alternative Procurement

In certain instances, the OC&P will allow you to go outside of the requisition system. You can find out more here.

Green Procurement

Green Purchasing, also known as environmentally preferable purchasing (EPP), is the coordinated purchasing of goods and services to minimize impacts on human health and the natural environment.