Purchasing @ Rowan University

Purchasing Office

Linden Hall, Suite 136
201 Mullica Hill Road Glassboro, New Jersey 08028 Phone (856) 256-4171
Fax (856) 256-5623

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Procurement

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.

 

Important Thresholds

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.

 

$0 - $3,069.99
Three quotes are encouraged but not required. This category represents $0 to 10% of bid threshold amount.

$3,070 - $6,139.99

Three phone quotes are required and will be submitted. This category represents amounts above 10% of the bid threshold up to 20% of the bid threshold. For the phone quotes form, please click the following link:

Telephone Quotes Sheet

$6,140 - $30,699.99
Three written quotes are required and will be submitted. This category represents 20% of the bid threshold amount up to the bid threshold.
$30,700 and above
Contact Rowan's Office of Contracting & Procurement for assistance. This category represents all values equal to or greater than the bid threshold.
Please remit supporting documentation for all requisitions requiring quotes or requests for additional assistance to: requisitions@rowan.edu
Note: All purchases $17,500 and above require C.51/EO117 compliance review approval. See Bid Forms for further details.

 


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:

$0 - $500.00
Lori Morro
$501.00 - $3000.00
Francine Dorch
$3,001.00 - $10,000.00
Gina Townsend
$10,001.00 - $50,000.00
Alexis Jones
$50,001.00 - $200,000.00
Robert Yufer
$200,000.00 and above
Christina Haley

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.

Administration and Finance - Chapter 13
Contracting and Purchasing - Chapter 24

 

For information regarding additional University policy and procedures, please visit the Administration and Finance home page

 

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 requisitions@rowan.edu 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:

  • Maximize the purchasing power for the full benefit of the taxpayers
  • Ensure that full value is received for dollars spent
  • Foster competition in the procurement process
  • Prevent corruption, favoritism, and ensure the integrity of the purchasing system
  • Attempt to secure the best possible product or service for the best possible price
  • Create a comfortable working dynamic for faculty, staff and vendors

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.