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The procurement function serves the dual purpose of control and service. The Office of Contracting & Procurement must ensure that state contract laws are complied with and that institutional policies and procedures are promulgated and followed. In addition, The Office of Contracting & Procurement provides a service function to ensure that the primary mission of the University community is served in a thorough, efficient, and timely manner.
On December 10, 2008 the Rowan Board of Trustees adopted the following requirements for purchases based on the New Jersey Department of Treasury bid threshold. The current bid threshold was established on July 1, 2011. Below is a table representing both policies.
As of December 3, 2014, all Requisitions (including individual line items) must have accompanying Commodity Codes. 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. To obtain quotes or information for IT products, contact Information Resources Technology at IRT@rowan.edu or call 856.256.4401. See the link below for a downloadable list of the commodity codes in Excel format.
Commodity Codes List (last updated: January 12, 2015)
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.
For more information about commodity codes, please check the Frequently Asked Questions, Faculty & Staff section and view our Helpful Guide on using the codes.
Purchase Order Processing: Conversion Amounts
The Office of Contracting & Procurement has six staff members who convert Requisitions to Purchase Orders, and this is generally stratified by Requisition amount. The table below demonstrates who is assigned to each requisition based on price:
Policies & Procedures
This Administration and Finance Policies and Procedures Manual has been developed to strengthen the management practices of the University and to provide employees and other interested parties with an accessible source of information regarding the policies and procedures, which are appropriate and/or required in each particular situation involving business and/or financial management transactions. Below are the two chapters pertaining to the Office of Contracts and Procurement, Chapter 13 and 24.
For information regarding additional University policy and procedures, please visit the Administration and Finance home page
The Purchasing Process
Step 1: Gather Data: The end user identifies a need and obtains the necessary paperwork as indicated within the Important Thresholds.
Step 2: Create the Requisition: The end user creates this in the Banner System.
Step 3: Review Requisition: The Office of Contracting & Procurement reviews the requisition in banner, and any supporting documentation submitted to firstname.lastname@example.org for compliance with the quote thresholds above, and University and State Procurement Policies.
Step 4: Convert Requisition to Purchase Order: The Office of Contracting & Procurement then converts the requisition to a final purchase order in the Banner system and obtain all necessary signatures.
Step 5: Distribute Purchase Orders: Unless noted otherwise, all purchase orders will be sent to the vendor.
Step 6: Receive Goods or Service: End user completes appropriate screens in the Banner system, and forwards invoices on to Accounts Payable for payment.
The Primary Goals of the Office of Contracting and Procurement are:
These stated objectives are completed through a system of public purchasing which is governed by legislation, regulation, and internal policies. For Rowan and other state colleges, it is directed by the New Jersey State Colleges Contracts Law and University policy.