University Procurement Services News & Updates

April 2022
Travel & Expense
Introducing the Rutgers Travel Online Booking Tool!!
We are pleased to announce that Rutgers University is simplifying and expediting the reservation booking process. The Rutgers Travel Online Booking Tool is the university’s official destination to book university-related air, hotel, rental car, and Amtrak reservations. The online booking tool is comparable to web-based booking sites in that it searches hundreds of travel sites to find the information you need to make travel arrangements.

The Rutgers Travel Online Booking Tool is now available for your use. At this time, the current use of DocuSign forms as well as restrictions on most travel will end. 
The booking tool’s integrated workflow, including approvals, enables costs for air and rail travel to be charged directly to a designated university account or project/grant. This significantly reduces out-of-pocket expenses and expedites approvals without the use of DocuSign workflows. Over time, increased use of the travel program is expected to result in additional discounts and amenities from travel partners, leading to a better travel experience as well as lower expenses and impact on department budgets. 
More details and resources can be found on the University Procurement Services website.

Rutgers Travel Services are hosting virtual sessions to explain the new online process, to browse the platform, and to highlight helpful resources.
Date and Time

Thursday, April 14, 2022
1:00 p.m.

Monday, April 18, 2022
1:00 p.m.

FY2022 Year-End Guidance and Schedule
Please review the information and deadlines on our website to navigate the fiscal year 2022 year-end process, and to ensure your financial transactions are processed in a timely manner.

As the year-End approaches, we are reminding everyone that ALL requests for closing or canceling a PO in Marketplace must be submitted on a PO Line Close/Cancel form in order for the request to be processed. Our website includes more information on department responsibilities for
PO Close/Cancel.

RU Marketplace Updates
Project End Date is Now Available on all Requisitions
We are pleased to announce a system enhancement that presents the project end date on your requisitions. This will allow you to effectively monitor and manage the project budget.

Key Benefits include:

  • Visibility to project funding ending at the time of requisitioning
  • Project last allowable date for invoice submission
For additional information, please view the job aid available in Canvas.
RU Marketplace Error Message for Carts
Starting May 1, 2022, error messages will be posted in the HISTORY of a failed RU Marketplace cart.

If after completing and submitting a RU Marketplace form (Quick, Goods, Service), and receiving an immediate rejection, do the following:

  1. Go to "SHOP"
  2. Select "My carts and orders"
  3. Select "View Carts"
  4. Activate the rejected Cart
  5. Go to the HISTORY tab
  6. Find the error message and steps to correct.
  7. Copy to cart, make the changes, submit the new cart

What is a cart?
A cart is the first step in the workflow process when creating a requisition.
Accounts Payable
New Western Union Wire Program for International Suppliers
Rutgers University has partnered with Western Union (Convera) to process wire transfers from international suppliers (non-US and non-Canada) who submit invoices in U.S. dollars (USD). This new program, initiated by University Treasury, provides a secure wire request payment process to foreign suppliers and reduces potential fraud. This process does not include direct uploads from Rutgers departments, e.g., Library, Students, Dining, Office of the General Counsel, etc.

The process to approve wire transfers for international suppliers remains mostly unchanged. A new form, titled “Western Union (Convera) Wire Transfer Form” (Invoiced in USD Only)” will be available in RU Marketplace. RU staff will be required to complete the form and submit it for approval to authorize the payment.
When an international supplier invoices Rutgers in a foreign currency, the department will continue to collect supplier’s banking information and submit the International Wire Transfer Form (Invoiced in Foreign Currency Only) in RU Marketplace.

The Tentative Go-Live date for the program is April 18, 2022.

Please see the training guide , and visit the UPS website to learn more about the program.

Strategic Sourcing
Announcing...New Supplier Catalogs Supporting Research & Healthcare
DiagnoCine and Waters Technologies catalogs are now available in the Labviva punchout in RU Marketplace.
DiagnoCine is a NJ women-owned business, offering chemicals, natural compounds, assays, reagents, enzymes, antibodies, fluorescents, extractors, purifications, forensic-grade, instruments, and consumables for use in the major fields of life science, medicine, and technology. 

If you have questions or need assistance, please contact our dedicated sales rep Jessica Suh at (201) 681-7263.

Waters Technologies Corporations is an Analytical Laboratory Instrument manufacturing company, specializing in Chromatography, Mass Spectrometry, Chemistries, and Consumables, and Chromatography Laboratory Informatics. 

If you have questions or need assistance, please contact our dedicated sales rep Lauren Kwiecinski.
Print Services Request
It has come to the attention of the Procurement Department that there may be longer lead times on envelopes and similar items necessary for the end of this current spring semester.

We are asking that if you have not placed your requests for year-end yet, then please do so.

If there are any shortages or supplier concerns, please contact Procurement Liaison William Garner or Supplier Relationship Manager Emily Ijalana who can assist you as needed.

The suppliers are located via this link.
"Webinar Wednesday"...featuring Thomas Scientific & Office Depot
Join us on April 20th and April 27th for our “Webinar Wednesday” series featuring Thomas Scientific, LLC and Office Depot.

Thomas Scientific is our university-wide contracted supplier who provides biomedical & scientific research lab supplies, consumables, small instruments and equipment, among other features. Thomas Scientific is also part of our Labviva Platform

Office Depot is our university-wide contracted supplier providing print services, technology products, furniture offerings, and office supplies.

“Webinar Wednesday” is a series of informational webinars every third (3rd) Wednesday of the month. These webinars will provide information and updates on innovative changes and upgrades occurring within the organization to better serve the university community.
Thomas Scientific

Wednesday, April 20, 2022
10:00 a.m.

Access code: 744643

Office Depot

Wednesday, April 27, 2022
10:00 a.m.

Access code: 986717
Temp Labor Staffing Project
Do you use temporary labor staffing agencies? 

If so, then we would like your opinion and insight into future needs and feedback on the performance of the Rutgers University current agencies including pricing, responsiveness, volume of candidates, and quality of candidates. Kindly complete this brief survey, via this link.