Amazon Business Transitioning to ProConnect on Monday, July 14th. 

What’s Coming?

Rowan University will be expanding our Amazon Business (AB) account, adding you to the account so that you are able to shop via ProConnect.  Going forward from 7/14/2025, all Rowan University Amazon purchases should be made through this new, central Amazon Business account through ProConnect.  Shopping on Amazon Business is as user-friendly as Amazon.com and includes features tailored for our organization.

Some of you may already be part of the Rowan University AB account and for you, the only change will be that you will be utilizing ProConnect to shop from AB going forward.  For those of you that are not currently on the Rowan University  AB account, additional information will be provided on how you will join the Rowan University Amazon Business account.  If you happen to be a non-admin on an existing AB account, you will not receive additional information as the admin on your existing AB account will receive the invitation to migrate the existing AB account with the central Rowan University AB account, including all of the users.  Please note that your access to purchase will be driven by your role in ProConnect.  If you are a Buyer/Requestor, you will be able to submit requisitions for approval, while if you are a Shopper, you will be able to assign your cart to a Buyer/Requestor to submit your order on your behalf.

How can I learn more?

Please refer to the Rowan University AB Punchout Training Guide for more information on how to purchase from the AB account through ProConnect.  

Additional benefits include:

• Free Same-Day, One-Day and 2-Day shipping on Prime-eligible items (learn more)
• Get Quantity Discounts on top-brands and top-selling products. 
• Automatic tax-exempt purchasing on items sold by Amazon.com LLC and participating 3rd party sellers
• Create custom shopping lists or set up Recurring Deliveries on frequently purchased items.
• Ability to support small, diverse, local, and sustainable businesses with certifications.
• Get real-time data to make smarter budgeting and purchasing decisions.
• Access to a specialized Amazon Business Customer Service team

New Entertainment/Official Reception Request Form in ProConnect

We are pleased to announce the launch of the Entertainment/Official Reception Request Form in ProConnect.

• For Requisitions: The Entertainment/Official Reception Request Form is now required for all events processed through a requisition.
• For Amazon, Reimbursements, and P-Card Purchases: The completed PDF form must still be submitted along with all required supporting documentation.

Account Code: 7200 – Catering & Official Reception

Before finalizing your event, please take a moment to review Receptions and Entertainment Policy to ensure compliance with university requirements.

Thank you for your attention and cooperation in helping us streamline the approval process.

Previous Process

• Started with an email to the Facilities Team including details, cost, and documents.

• Facilities manually reviewed for standards and space and sent email approvals.

• End-user then had to manually enter info into Banner and forward approvals via email.

• Process was email- and manual-entry driven, leading to inefficiencies.

New Process

• Begins in ProConnect: end-user submits requests with details, documents, and a commodity code.

• ProConnect automatically routes requests based on the commodity code.

• Facilities team is notified via ProConnect, reviews requests, and can request clarifications in-system.

• Entire workflow is streamlined and system-driven.

Key Improvements

• No more manual emails or Banner entry.

• Automated routing reduces errors.

• All communication and approvals are centralized in ProConnect.

• Greater transparency and consistent enforcement of policies.

Furniture Purchase Process Improvements

Grant Purchase Request Form

What does this mean for you?

When you're ready to submit a requisition for purchases over $20,000, simply:

• Go to the ProConnect Showcase

• Select the Grant Purchase Request Form (What to Expect)

• Note: This form is not required for:

  • Subaward

  • Punchouts

  • Purchases under $20,000

Subawards

If you're processing a subaward requisition, please continue using the Subaward Form.

Re-using Prior Approvals

If you have prior approval for the same grant and vendor, you can:

• Enter the approval number in the Grant Purchase Request Form

• The form will auto-fill and bypass additional questions, saving you time

Guide to Grant Procurement

If you have any questions or need assistance during this transition, feel free to reach out.

We’re excited to share that two new Purchasing Card (PCard) forms are now available in ProConnect to help streamline requests:

• Application – Request, replace, or update a PCard account.
• Authorization – Borrow OC&P’s PCard if your department doesn’t have one.
• Credit Limit Increase – Request a temporary credit limit increase.
• Missing Receipt Affidavit – Report a lost or misplaced receipt.
• Override Request – Request a one-time override for a transaction.
• Used Equipment Request – Request approval to buy used goods with a PCard.

These forms are designed to simplify the process and ensure quicker turnaround times. Please begin using them for all related requests moving forward.

Located on your Dashboard under Purchasing Card Forms.

You can track the status of your request by navigating to My Orders>My Procurement Requests

If you have any questions or need assistance, feel free to reach out to proconnectsupport@rowan.edu.

We are pleased to announce the implementation of a formalized Process & Procedure for Approval Queue Changes within ProConnect. This updated workflow ensures that all changes to approval queues—including additions, removals, or reordering of approvers for requisitions and PCard—are fully authorized, consistently documented, and validated through the appropriate departmental and executive channels before being applied.

Overview of the New Process

Step 1: Request Submission

Departments seeking updates to an approval queue, whether for requisitions or pcard, will now use the Requisition & PCard Approver Form, providing all necessary details to initiate the review.

Step 2: Departmental Validation

Once OC&P receives a completed form:

• OC&P verifies the submission for completeness.
• A notification is sent through ProConnect’s Discussion tool to the identified Next-Level Departmental Approver.
  • This notification summarizes the requested changes and serves as the formal validation request.

Step 3: Approver Review Window

• The Next-Level Departmental Approver has two (2) business days to respond only if there is an objection or further clarification is needed.
• If no response is received within the two-day window, OC&P will proceed with the request as submitted.

Step 4: Implementation

After the validation period:

• OC&P updates the approval queue for requisition and pcard, per the submitted form.
• Documents the change in the Internal Use Only section.
• Notifies the requester through the ProConnect Discussion tool once updates are complete.

• Eliminates manual email forwarding and Banner entry
• Centralizes communication and approvals within ProConnect
• Enhances transparency and ensures consistent policy enforcement

We are pleased to announce that the Used Equipment Request Form is now available electronically in ProConnect.

Effective immediately:

• For requisitions under $20,000 – please use the Used Equipment Request Form in ProConnect.

• For requisitions over $20,000 – please use the appropriate form:

  • Sole Source Request Form (for non-grant funded purchases)

  • Grant Purchase Approval Form (for grant-funded purchases)

Paper or email submissions will no longer be accepted. Thank you for your cooperation as we continue to streamline our procurement processes.

We’re pleased to announce a streamlined process for submitting Vehicle Acquisition & Servicing Requests, now fully integrated into ProConnect.

This update eliminates manual forms and email forwarding, reduces errors, and ensures consistent policy enforcement across departments.

What’s New?

The updated process includes five clear steps:

1. Preliminary Requirements
   • Auto Shop verification and budget confirmation required before form completion.
2. Complete Request Form
   • Supplier info, vehicle details, justification, and procurement documentation.
3. Fixed Asset Documentation
   • Internal notes must include custodian, usage, location, and expected vehicle lifespan.
4. Approval Workflow
   • Routed through Fleet Management, AVC of Operations, and final approvers.
5. Submission
   • Submit via ProConnect with Commodity Code CD435-000 and Account Code 7645

A Joint Effort

This process redesign was a collaborative initiative between Facilities & Fleet Management and the Office of Contracting & Procurement. Together, both teams worked to align operational needs with procurement compliance, ensuring a more efficient, transparent, and user-friendly experience for all stakeholders.

Key Benefits

• No more physical forms or Banner entry
• Automated routing via commodity/account codes
• Centralized communication and approvals
• Transparent and consistent policy enforcement

Please begin using this new process immediately. For questions, contact Fleet Management or Procurement Services.

Use of the appropriate Account Code when processing transactions is vital in ensuring the University's financial statements are property stated. Please carefully consider the account code(s) to be used when entering requisitions.

Use of an inappropriate account code will cause your transaction to be disapproved so that it can be corrected.

Account Codes

All requisitions (including individual line items) must have an accompanying Commodity Code. Commodity Codes are specific reference codes that classify goods or services being purchased. All valid Commodity Codes start with the letters "CD," or "IT" if they are Information Technology related. Information Technology Codes cannot be on the same Requisition as non-IT commodities (Shipping & Handling is the only exception).

Commodity Codes Last updated: 5/23/2025

Note: This list will be periodically adjusted with new codes from end-user feedback. Please revisit this page for the most up to date list. Future updates will not change existing codes.

Trainings, Presentations, & Materials

Contract Request Guide

Vendor Request Guide

Shopper Role Guide

• Recording

Requester Role Guide

• Recording

Approver Role Guide

• Recording

New Training Presentation (August 2025)

Knowledge Base Articles

• Rowan ProConnect Training Resource and Support Materials
• Rowan ProConnect: Vendor Request Training and Support Materials
• Rowan ProConnect Contract Request: Create a Contract Request
  • Rowan ProConnect Contract Request: Check the Status of a Contract Request, Record, and Contract
    • Add a Message, Note, or Attachment to a Contract Request
    • Add a Message, Note, or Attachment to a Contract Record
    • Search for a Contract by Contract Number or Name
    • How to View Past and Pending Contract Status and Details
• Rowan ProConnect Campus Shopper: Getting Started
  • How to Shop for Goods and Services
• Rowan ProConnect Requester/Requisitioner: Getting Started
  • How to Review the Cart and Place an Order
  • Receiving an Order or Service
  • Invoice Approval & Match Exceptions
  • How to Change a Purchase Order
• Create a Standing Order
• Rowan ProConnect Approver Role: How to View and Approve Requisitions
• Check a Returned Requisition
• Check the Status of a Requisition, Purchase Order, and Invoice
• Buying Technology with the Rowan Support Portal and ProConnect
• Rowan ProConnect: Requesting, Creating, Viewing, Exporting Shared Folders in Rowan ProConnect
  • Rowan ProConnect: Easily Filter, Save, and Schedule Shared Folder Searches to Export Later