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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.
Use of the appropriate Banner 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 requistions. If you have questions, reach out to Lori Morro at extension 4248 or another staff member on the main line to the Office at 4041. Use of an inappropriate account code will cause your transaction to be disapproved so that it can be corrected.
Account Codes List (as of 8/31/2016)
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 (Shipping & Handling is an exception). 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 (PDF Format: Last updated: March 15, 2016)
Commodity Codes List (Excel Format: Last Updated March 15, 2016)
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 eight staff members who convert Requisitions to Purchase Orders.
The table below demonstrates who is assigned to each requisition based on price:
The information below demonstrates who is assigned to each requisition based on specialty, type of purchase and/or commodity:
Karen James: Ricoh requisitions up to $5,000; Reimbursement requisitions up to $5,000; University Fuel Cards; University Purchasing Cards; ShopRite House Account Card
Francine Dorch: OfficeMax requisitions up to $3,000
Gina (Townsend) Floyd: Reimbursement requisitions up to $10,000
Robert Yufer: IRT Purchases
Alexis Jones: Planning & Construction requisitions; Ricoh requisitions over $5,000; Requisitions using 7310, 7311 & 7312 account codes; Rent/lease & utility requisitions up to $5,000 (Rowan Blvd., Whitney Center, SOM Clinics & Offices).
Policies & Procedures
Our procurement policies are the rules and regulations set in place to govern the process of acquiring goods and services needed by the University to meet its core mission.The policies have 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. Listed below are the policies currently developed and applicable to the Office of Contracting and Procurement.
A complete listing of all University policies can be found here.
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.