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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.
Policies and 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 email@example.com 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.