Procurement Services Newsletter 

October 2025
 

Preparation for Calendar Year-End Close

As we approach the end of the 2025 calendar year, please note the following important deadlines and reminders to ensure timely processing of requisitions:


Key Deadlines:


  • Friday, November 7, 2025: Last day for RU Marketplace users to submit requisitions, including quotes, agreements, or contracts that require review, negotiation, and signatures from Procurement Services.


  • Monday, December 1, 2025: Last day for RU Marketplace users to submit requisitions that do not require signatures.

 

Important Reminders:


  • The above dates are Procurement Services deadlines. Please ensure you are also meeting any internal deadlines set by your unit(s).
    
  • Requisition approval timelines may vary depending on supplier responsiveness.


  • Requisitions submitted after these deadlines will be processed on a first-in, first-out basis and may not be completed before university holiday break.


  • Only authorized Procurement Services staff members are permitted to execute contracts for the procurement of goods and services as per University Policies 20.1.11 and 50.3.13. The term “contract” includes quotes, proposals, agreements, or any other binding documents on behalf of the university.


We appreciate your attention to these deadlines and your continued cooperation as we prepare for the 2025 calendar year-end.

Cancellation of Incomplete Supplier Invitations 
and Registrations in PaymentWorks

To improve data integrity, system efficiency, and ease of supplier onboarding, invitations and registrations in the PaymentWorks system that are left incomplete for 35 days or more will be canceled, beginning Monday, November 1.


Suppliers who are invited to register in PaymentWorks receive automated reminder emails on days 1, 3, 7, 14, 21, 28, and 35 after they receive an invitation to register. If you are responsible for registering a new supplier, please be sure to notify them of the 35-day registration window and follow up to ensure timely completion.


If an incomplete invitation is canceled, the initiating department will receive notification via email and must reissue the supplier invitation to restart the process.

"Closed" Purchase Orders Can No Longer Be Reopened

Effective Monday, December 1, 2025, Procurement Services will no longer reopen closed purchase orders (POs) that have been closed by an initiating unit.


The process of closing and subsequently reopening a PO typically requires multiple steps and approvals across several systems, causing inefficiencies.


Moving forward, if an invoice associated with a closed PO needs to be paid, units must submit a new requisition, referencing the original invoice to ensure the payment can be processed in a timely and compliant manner. To assist in processing your new request, please log into Canvas at canvas.rutgers.edu and review the job aid on creating a PO to pay an invoice without duplicating an order.


Once a new PO is issued, the unit will be able to submit the invoice, using that new PO number, to the Accounts Payable team.

Upcoming Webinars/Training: Print Services Program and Concur

Relaunch of Print Services Program

Join a live webinar to learn more about the relaunch of the Print Services Program, designed to make ordering print materials easier, cost-effective, and sustainable through new print providers. 

Learn about the new price comparison tool to find the best value, the Print Services Portal in RU Marketplace, and receive tips for creating customized print materials for your unit.


Join the webinar by using the link below.


November 12, from 1:00 – 1:45 pm 

Join the Teams Meeting 

Meeting ID: 247 350 659 680 4

Passcode: hN6oJ9XZ

Concur Travel and Expense


Attend monthly, virtual training webinars, which include an introduction to the system and demonstrations of common tasks, such as creating travel expense reports. These training sessions are beneficial for new users and those who need a refresher on how to use the Concur system.


All sessions are held via Teams and cover the same core material. No registration is required. Join the sessions by using the links below.

Contact the Procurement Help Desk
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Rutgers University - Finance and Administration | 33 Knightsbridge Road | Piscataway, NJ 08854 US

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