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

Campus News

bullet A warm Rowan welcome awaits the Class of 2019 | More

bullet Rowan University hosts astronomy open house | More

bullet Opening of Rowan’s new athletic practice fields set for August 26 on West Campus | More

bullet Go Profs!: Athletic teams revved up for fall | More

bullet Rowan Researchers Report on Hurricane Sandy’s Mental Health Impact on Older Adults | More

University Purchasing Cards

The Purchasing Department is tasked with obtaining the best price and service for items that are purchased on behalf of the University. Rowan University receives various discounts from numerous vendors based on spending patterns and amounts that we are able to document.


The Banner Finance System should always be your first choice for obtaining goods and services. The University Purchasing Card should only be used as a supplement for items that are not available through the Purchase Order process or in extreme emergencies.

Using a purchasing card may in some instances void/reduce discounts and may cause a problem with tax exempt purchases in New Jersey. In addition, the credit card purchasing information cannot be entered into the banner history system, and may cause problems reporting to the State for compliance.

Additional approvals are needed for:


TECHNOLOGY. All software, computer hardware, and consulting purchases must be reviewed and approved by Information Resources & Technology to ensure they are aligned with institutional priorities and that IRT can support them once activated. Requests for review can be made by filling out the IT Review and Acquisition Form at Self Service Banner, under the Finance Section. This policy applies to all members of the Rowan community who seek to acquire IT Resources using University funds, including University Purchasing Cards, grant funds from contracts and/or transmittal forms between the University and external funding sources (public and private).


ENTERTAINMENT, FOOD/REFRESHMENTS ON AND/OR OFF CAMPUS. As a state agency, the University must comply with the guidelines set forth by the State of New Jersey’s Department of the Treasury in its use of appropriated state funds. All unit requests for the payment or reimbursement for entertainment or reception expenditures must comply with University policy on food/refreshments, and have a properly completed Entertainment Form submitted.

TRAVEL. All travel necessary to conduct regular University business requires the prior approval of the employee's supervisor. A Request for Travel form must be properly completed and approved by the Department and Division Heads. The request should be routed to Accounts Payable for review by the Business and Ethics offices THREE WEEKS PRIOR to the trip.

University Purchasing Card

Request Form


University Purchasing Card Logs Submission Information and Checklist

Please send UPC Logs within 10 days of receiving the bank statement (no later than the 10th of the following month) to the Purchasing Department, Room 136, Linden Hall.

Please include the following form:

PDF Version: University Purchasing Card Transaction Log

If you are missing a receipt and cannot obtain one from the vendor, please submit a Missing Receipt Affidavit

Checklist:

  • Cardholder & Next Reporting Level Approval Signatures are on Transaction Log
  • If There is a Missing Receipt Affidavit, it is Signed by Cardholder and Next Reporting Level
  • Bank Statement is Attached
  • The Cost of Goods/Services Listed Matches the Total Cost on the Bank Statement and Receipts Correlate with the Purchases
  • That there has been no sales tax charged from vendors located in New Jersey (Rowan Tax Exempt Certificate) Note: If there is sales tax charged by vendors located in NJ, a refund will be requested by the card user

Exceptions for using the University Purchasing Card (university or personal)

  • All computer equipment/software purchases must be made through Information Resources. A list of approved vendors is available from the following link: Approved IT Vendors
  • Reimbursement for entertainment/personal consumption, food/refreshments on and/or off campus

University Purchasing Card

Additional Information

Blocking Scheme

Policy & Procedures


ShopRite House Account Cards

ShopRite House Account Cards can be used to purchase items from the foodstore. To apply for a ShopRite Card, please fill out the ShopRite Card Request Form. When sending receipts to Accounts Payable, include a Transaction Log.

ShopRite House Account Cards

ShopRite Card Request Form

ShopRite Card Transaction Log

General Information

 

Please Note: When creating a requisition for the ShopRite Cards, please include the name on the card, and card number, in the commodity description.