University Procurement Services News & Updates

December 2020
Upcoming Schedule

Winter Holiday Schedule
In accordance with the university’s holiday closing schedule, University Procurement Services (UPS) will be closed Friday, December 25, 2020, through Friday, January 1, 2021. The help desk and system support will be closed.
During this time, purchasing requisitions may be submitted. Punchout and quick orders will be issued, however, any purchase order requiring UPS review and approval will not be issued until after the break. Similarly, during this time, invoices and expense reports may be submitted, but no invoices will be paid, and no expense reports will be processed. Accounts Payables last check run of FY20 will be December 23, 2020 which will pay invoices up to and including due dates of January 5, 2021. Accounts Payable will resume normal check runs on Monday and Thursday starting January 4, 2021
FOR EMERGENCY INQUIRES ONLY, please email This inbox will be active only during the closure period. 
We will resume normal business hours on Monday, January 4, 2021.
We wish you a happy holiday season and a prosperous New Year!
Discretionary Spending / Cost-Saving Tips
Discretionary Spending
Each unit may have its own internal purchase review and approval process before placing an order in RU Marketplace. Please consult your unit’s business manager(s) or Vice Chancellor’s office.

A Discretionary Spending Approver has been added in RU Marketplace. Requisitions that meet all four conditions below are routed to the discretionary spending approver(s) for the assigned UDO after the department approver approves.

  1. Is Natural Account code 5, 6, 7 (expense and internal purchase order account)
  2. Is $5,000 and above
  3. Is not Project code 5, 6, 7, 8 (endowment, grant, gift, capital project)
  4. Is not Fund Type 360 (educational opportunity fund)
Visit our website for more information on discretionary spending.
Cost Savings Tips
Do Not Pay Sales Tax
  • Do not pay sales tax. The University is exempt from sales tax on all purchases whose items are being delivered within the State of New Jersey. We are not however exempt in all states, so you may need to pay sales tax on purchases being shipped to other states. Check the Tax Services Department website to determine whether a state provides an exemption from their sales tax for the University.
Go Paperless
  • Leverage technology to reduce paper, print, ink, overages, and mailing costs

  • Reduce the need for storage space and shredding services
RU Marketplace Updates
Instructions Added To RU Marketplace Forms
University Procurement Services recently added “Instructions” to the RU Marketplace Forms below:
  • Quick Order
  • Goods Request
  • Service Request

Included in the instructions are links to our policies and procedures, as well as additional resources. The instructions were added as a resource to guide you when determining the best method for placing an order, and to provide you with resources to ensure you are following university policies, procedures, and processes.
Procurement Tips & Tricks
Reasons Why a Cart May Fail And How To Correct
There are several scenarios why a cart may be returned immediately. A cart is the beginning step in creating a requisition. Once submitted, the accounting string is validated in Oracle, and forwarded to an approver.

Messages you may see related to a returned cart are:

  1. "The value of the Attribute Supplier Site isn't valid"
  2. "The value of the attribute Project site isn't valid"
  3. "The requisition was canceled due to funds reservation failures"

For more information on scenarios you may see, and how to correct, please see the Why Did My Cart Fail job aid.
Strategic Sourcing

Renegotiated Universitywide Agreement with Ricoh
Ricoh is the university’s preferred provider of scanners, multi-function printers (MFPs), and copiers. In support of the university's discretionary spending efforts, Strategic Sourcing recently refreshed the previous contract with Ricoh to provide Rutgers with value-add elements including, but not limited to, cost reduction, dedicated and collaborative sales support, and proactive support to assist Rutgers with reallocating their inventory of machines.

University Procurement Services in collaboration with Ricoh will be hosting information sessions to present the benefits and scope of the renegotiated university wide agreement. Procurement and Ricoh staff will be available to answer any questions you may have.
Date and Time

Wednesday, January 6, 2021

Wednesday, January 13, 2021

Wednesday, January 27, 2021
Zoom Meeting Details

Meeting ID:920 1251 3675
Password: 264916
Temporary Staffing Assignments with Robert Half
If you have an active assignment with Robert Half or any of its divisions, you may have received a communication indicating that hourly bill rates would be increasing by 1%, effective January 2, 2021.
Please be aware that Rutgers is excluded from this hourly bill rate increase. We encourage you to check your January invoices to make sure that you have not been charged for the increase.
Should you have any questions, contact Usha Patel, Strategic Sourcing Manager at or your appropriate Campus Liaison.
Procurement Procedures Manual Updated
As University Procurement Services focuses on enhancing our customer service, we are excited to share that we have refreshed the Procurement Procedures Manual. The core elements of the manual remain the same but details have been enhanced to improve the user experience. Process changes have been reflected in this effort to include updated links and streamlined formatting for ease of use in navigating the document. The updated Procedures Manual can be found on our website.