Process Updates on Purchase Orders and Invoices for Sponsored Project Subawards

February 16, 2017

Non-Converted Purchase Orders – For Research Subawards Only

(all other PO inquiries should be sent to procurement)

  • To learn if a previous Subaward purchase order converted, departments should visit Rutgers Marketplace and select the ‘search documents’ tab.  Enter purchase order number only, no letters.   If there are no results, then the purchase order did not convert.
     
  • If you have a purchase order which did not convert, please complete this form (do not enter the info in the body of the email or another format) for those POs, and we will to expedite their preparation.  Send the form to michael.toleno@rutgers.edu.

Subaward New Purchase Orders

  • ORSP is responsible for creating Subaward purchase orders.  Staff will use the account information provided in RAPSS to create the purchase orders.  If wrong information is posted in RAPPS, please contact Mike Toleno at 848-932-4017 or michael.toleno@rutgers.edu.
     
  • All other new purchase order requests should use the attached form.
     
  • For modifications to existing purchase orders, please be sure to fill in the account information fields on the Subaward Modification Checklist.

Invoice Inquiries

  • If you are contacted by a vendor regarding past due invoices, please advise the vendor to call (848) 445-8400, or send an email to rusuppliers@finance.rutgers.edu.
  • The updated emergency payment process for vendors and expense reimbursements is below. While we are working to stabilize the system, this transitional process will ensure payments are expedited and more transparent to you, double payments are mitigated, and accurate reconciliations in the finance system.
  • To request an emergency payment
    • Complete and submit an emergency payment request form in RU Marketplace
      • Go to the “ Shared Forms” section
      • Select the “Emergency Check Request” form
      • Provide the required information and attachments, and submit the completed form
    • Submit one request per vendor. You may include multiple invoices for the vendor on one emergency payment request form.  If you are contacted by a vendor who is requesting immediate payment, please advise that we have an emergency process in place, and your unit will submit a request for expedited payment.

If you have any questions regarding the updated emergency payment process please contact Procurement Services at procure@finance.rutgers.edu.

Invoice Approval

  • While ORSP is creating requisitions for individuals in departments, they are naming them as the “prepared for”.  Thus invoices over $5K will need to be approved prior to payment.  The individual responsible for approval of the invoice is the individual that the requisitioner  deemed the “prepared for”.  This makes sure the department is aware and approved of the invoices.  If faculty are the approver and want their administrators to review and approve they should follow the forwarding job aid attached.
     
  • Four job aids that requisitioners and invoice approvers may find helpful: