Tools and Reports

Types of Purchases

Purchases can be facilitated by the following types of purchase orders:

1. Punch Out Orders: You can order goods right in the system.  These goods are have been approved by procurement, and those items are the only one you can purchase through punch out.  You can not order items that are available by the vendor, but not set up for punch out.
   1. Items available for punch out are indicated by the "add to cart" function on the screen.
   2. Items not available for punch out will not allow you to "add to cart". 
2. Quick Orders:  Quick Orders are used for purchases of goods under $10,000 and they do not need procurement approval.  They can not be changed once entered. They also can not be used as blanket orders. You can not enter a quick order for the following:
   1. • Animals
      • Biological agents
      • Branded Promotional Merchandise
      • Controlled substances
      • Equipment that requires a utilities hook-up
      • Furniture, carpeting and window treatments
      • Hazardous waste disposal
      • Imported equipment that requires customs clearance
      • Plaques to be affixed on buildings or University-owned property and monuments
      • Radioactive materials
      • Select agents and toxins
      • Services
        • Business
        • Information Technology
        • Leases
        • Legal
        • Lobbying
        • Professional
      • Software Licenses including all Cloud-Based Purchases and Web Applications
      • Procurement Job Aid for Entering a Quick Order
3. Internal Purchase Orders (IPO):  These are purchase orders to pay for goods and services from internal Rutgers units such as Dining Services. These purchase orders will use a "recovery account code" instead of the traditional account codes used for purchases.  A copy of common recovery codes can be found here: copy of expense recovery codes
4. Check Requests:  Check requests are payments that do not require procurement.  There are certain criteria that is needed for a check request.  You can find the requirements on the Check Request Matrix.  The Check Request Matrix can also be found on the Procurement Services Website.
5. Goods Request: Goods Requests are used when ordering items such as supplies or water.  These are tangible items.
   1. Procurement Job Aid for Entering a Goods Request
6. Service Request: Service Requests are used when ordering services such as paying an indexer or translator.
   1. Procurement Job Aid for Entering a Service Request

What is Needed for the Purchase Order

Statement of Work is commonly referred to as SOW.

ICED form is the Independent Contractor or Employee Determination form.

Forms can be found here: Procurement Services Forms Repository.

What is a Non PO Upload/ When do I use it

Non PO upload is the process used to pay individuals that do not fit under a normal purchase order category.

They include the following:

This process can be used to pay individuals for:

• Human subject payments/direct disbursements (to Principal Investigator)
• Non-employee refunds (not travel or business expense)
• Non-qualifying scholarships (formerly stipends)
• Petty Cash (pending Accounting approval*)
• Patient refunds
• Royalties

There are multiple steps to a Non PO Upload.  You can see what is needed on the Non-PO matrix located on procurement's website.  The password to open the matrix is matrix.

Unfortunately, that is not the end of the process.  You must fill out the recipient data file which can be found on the Procurement Services Form Repository.

This will open in an excel file, make sure you see every tab.

Once you fill out your template, you will need to upload it to Rutgers SharePoint so Accounts Payable can process.  The link to share point can be found on the marketplace form for Non-PO Upload. 

If you do not have access to share point, you can request it through the SharePoint site.

• Non PO Upload form can be found under Supplemental Forms on Marketplace.
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What can I pay on a check request?

Certain goods or services like subscriptions, refunds and honorarium don’t require an Internal Purchase Order (IPO) or a purchase order. Depending on the Payment Type from the matrix, a check request may need to be initiated prior to receipt of the goods or services.

You can find more information on the Check Request Matrix.  The Check Request Matrix can also be found on the Procurement Services Website.

• You may notice on the check request matrix, that some items listed are the same on the Non-PO Matrix.  That does not mean you can just use a check request instead of a Non-PO upload.  It just means that those Non-PO will be paid out via a check.

Regardless of the type of check requests you are processing, the individual or the company you are paying must be a vendor in the system.  That means if they must be invited in Payment Works if they are not already a vendor in market place.

If they are a foreign visitor doing work in the United States, they must complete the Glacier Tax Compliance Program(Glacier). This program will assist with tax compliance on payments to foreign nationals for year-end reporting purposes

If service is being performed by a non-U.S. person and the service is being performed abroad, there is no withholding applicable to the payment.  This person would not need to be in the Glacier system.  The natural account to charge is 55240 (NR payment-service performed abroad).

Why is there an automatic reject?

Automatic rejects can be frustrating because when you get the notification that your cart has been rejected, there is no reason in the notification as to why it was rejected, and when you look at the history it isn't specific.

Most common automatic reject reason:

• The project or GL string is missing an approver.
  • Marketplace approvals are based on the string for the GL (General Ledger) or project (not by individual as in the ledger).  An approver needs to be assigned to each GL and each project.
    • Newer string (especially sponsored projects) must have approvers assigned to it.  If there are no approvers, the string will still be active, however- any purchase orders against the string will be automatically rejected by the system because there are no approvers.
  • Wire transfer purchase orders do not have the "Required Fraud Attestation" section checked off. This basically confirms to treasury that you have verified the wiring instructions.  If you do not check this off, the wire purchase order will submit, but it will automatically reject.
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  • You have both a project and a GL filled out in the account string.  This will still allow you to submit, but it will automatically reject.

What Paperwork do I need?

Statement of Work is often referred to as "SOW".

ICED form is the Independent Contractor or Employee Determination form.

Forms can be found here: Procurement Services Forms Repository.

What happens with a foreign vendor?

If they are a foreign visitor doing work in the United States, they must complete the Glacier Tax Compliance Program(Glacier). This program will assist with tax compliance on payments to foreign nationals for year-end reporting purposes

If service is being performed by a non-U.S. person and the service is being performed abroad, there is no withholding applicable to the payment.  This person would not need to be in the Glacier system.  The natural account to charge is 55240 (NR payment-service performed abroad).

What if they want a wire transfer?

You can initiate a wire transfer for both domestic and foreign payments.

This is NOT A STAND ALONE PURCHASE ORDER! You MUST have a purchase order completed and then you can request a wire in the "Supplemental Forms" section of Marketplace.

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• You also must complete the Fraud Attestation section of the Wire transfer form.  If you do not check off that you have verified the banking information, your request will be automatically rejected.
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Procurement Job Aid for creating a wire transfer