Linden Hall, Suite 136
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University Purchasing Cards
The Purchasing Department is tasked to obtain 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 use of personal and, to some extent, University purchasing cards voids/reduces 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, may cause problems when dealing with vendors for discounts, and when reporting to the State for compliance. Therefore, all employees should use the Banner Finance System as your first choice for obtaining goods and services. The Purchasing Department offers a number of options for obtaining goods and services:
Although it is an option, 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.
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, 2nd Floor Memorial Hall.
For a copy of the Transaction Log Cover Sheet, please select one of the following format options:
PDF Version: University Purchasing Card Transaction Log
Excel 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
Exceptions for using the University Purchasing Card (university or personal)
As a state agency, the University is bound to 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.
Requests for reimbursements should be submitted on a Miscellaneous Disbursement Voucher (MDV), or purchase order if the amount exceeds $500, or Travel Expenditure Voucher (TEV) and must include: (1) a description of the purpose of the expenditure and those persons in attendance except for donors and prospective donors, (2) the signature of the approving authority, and (3) detailed receipt of the purchase. The summary total and credit card receipt are not sufficient.
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.
Please Note: When creating a requisition for the ShopRite Cards, please include the name on the card, and card number, in the commodity description.