Frequently Asked Questions

  1. My department wishes to order an item that is not covered under an existing University contract. What should I do next?
  2. How can I be authorized for a Procurement Card (P-Card)?
  3. What items cannot be purchased using the P-Card?
  4. Why won’t my purchase be processed against the P-Card?
  5. Can I use my Paypal with my P-Card?
  6. How will I know that my requisition has been processed into a Purchase Order and the Purchase Order sent to the awarded vendor?
  7. Many items in the office supply contract website with W.B. Mason are blocked, example:   coffee, candy, bottled water.  Why can’t we buy these items for office use?
  8. Why is it necessary for using departments to obtain a vendor’s Federal Tax Identification Number?
  9. Why is it necessary to obtain a Business Registration Certificate from a vendor?
  10. Why is it necessary to obtain a completed Certification and Disclosure of Political Contributions and Executive Order 117 Form from a vendor?
  11. A vendor refuses to obtain a Business Registration Certificate.  Can we still issue an order to this company?
  12. My requisition has not been processed into a Purchase Order by Procurement Services after a week. Why?

 

1. My department wishes to order an item that is not covered under an existing University contract. What should I do next? It is recommended that you check the State Division of Purchase and Property’s website (http://www.nj.gov/treasury/purchase/contracts.htm) to ascertain whether the item is available under an existing State contract. If not, the action necessary to purchase the item is a function of the cost of the item. Please refer to Section 1 of the Procurement Methodology of the Procurement Policies & Procedures Manual

2. How can I be authorized for a Procurement Card (P-Card)?
A person must be a full time MSU employee and must obtain approval from his/her supervisor/fiscal agent to apply for a P Card.  The application form and cardholder agreement form are on the Procurement Services’ website. These forms must be signed by the employee and the supervisor/fiscal agent. Completed forms must be sent to Procurement Administrator, Procurement Services. The employee will be contacted by Procurement Services to attend a P Card use training session.

3. What items cannot be purchased using the P-Card?
The P-Card cannot be used for the following: any/all travel related expenses (hotels, meals, restaurants, catering, airlines, limo and taxi services), pharmacies, ATM machines, food stores, liquor stores, florists, computers, gift cards, consulting services, construction services, i-tunes or memberships.

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4. Why won’t my purchase be processed against the P-Card?
There can be numerous reasons for a P-Card purchase to be declined:
The vendor is using the wrong P Card expiration date; the amount of the purchase exceeds the P-Card holder’s daily transaction limit; the P Card holder’s monthly cumulative purchase limit has been reached; or the purchase is being made with a vendor whose merchant code is blocked. The P-Card holder can contact Procurement Services to find out why the purchase was declined.

5. Can I use Paypal with my P-Card?
Paypal is the least preferred method of payment and can only be used when there is no other payment option available. In those instances, it is the cardholder’s responsibility to take a print screen of those items being purchased. The print screen must include a description of the item, the cost of the item and the vendor’s name.

6. How will I know that my requisition has been processed into a Purchase Order and the Purchase Order sent to the awarded vendor?
FRS Screen 250,“Ref. No.,” will show the purchase order number if the requisition has been approved and a purchase order has been issued. The purchase order blue copy is sent to the using department as confirmation that the purchase order was finalized and mailed to the vendor.

7. Many items in the office supply contract website with W.B. Mason are blocked, example:   coffee, candy, bottled water.  Why can’t we buy these items for office use?
Use of State funds for purchasing supplies for personal employee use at work is prohibited.

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8. Why is it necessary for using departments to obtain a vendor’s Federal Tax Identification Number?
The University is required by the Internal Revenue Service (IRS) to report all vendor payments to that agency for tax reporting purposes. The using department must enter the vendor’s Federal Tax Identification Number on FRS Screen 251, “Requisition Text.” No requisition will be processed into a purchase order if the vendor’s Federal Tax Identification Number is not provided.

9. Why is it necessary to obtain a Business Registration Certificate from a vendor?
New Jersey State law mandates that Montclair State University obtain a State Division of Revenue Business Registration Certificate from a vendor, in State or out of State, whenever the proposed contract amount is $4,815 or greater or whenever cumulative payments to a vendor reach $4,815 or more in a given fiscal year. If a vendor declines to apply to the State Division of Revenue for a Business Registration Certificate, Montclair State is precluded from contracting with the vendor.

10. Why is it necessary to obtain a completed Certification and Disclosure of Political Contributions and Executive Order 117 Form from a vendor?
Whenever the proposed contract amount is $17,500 or more or whenever cumulative payments to a vendor are $17,500 or more in a given fiscal year, State law mandates that Montclair State University obtain a completed Certification and Disclosure of Political Contributions and a completed Executive Order 117 Form from the vendor. The completed forms are forwarded by Procurement Services to the State Treasury Compliance Unit for review and approval. Montclair State is precluded from contracting with a vendor if the vendor declines to complete these forms, or if the State Treasury Compliance Unit’s does not approve the vendor.

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11. A vendor refuses to obtain a Business Registration Certificate.  Can we still issue an order to this company?
No. A Business Registration Certificate is a statutory condition precedent for all contracts $4,815 or more or whenever cumulative payments to a vendor are $4,815 or more in a given fiscal year.

12. My requisition has not been processed into a Purchase Order by Procurement Services after a week. Why?
Check FRS screen 252 to verify that your fiscal agent has approved the requisition. Procurement Services cannot process a requisition into a purchase order without fiscal agent approval. If the requisition has been approved by your fiscal agent, check FRS screen 251 for any notes posted by Procurement Services requesting additional information. Check the top of FRS Screen 250 for the initials of the assigned Procurement Services buyer. You are free to call the assigned Procurement Services buyer to check the status of your requisition.
For procurements between $6,420 and $32,100, delays in processing may be the result of Procurement Services not having been provided evidence of three proposals having been solicited by the using department or Procurement Services not having been provided the selected vendor’s sign off on MSU’s Standard Contract Terms and Conditions. Delays could also be related to the vendor’s failure to provide a Business Registration Certificate and/or issues relating to the vendor’s Certification and Disclosure of Political Contributions and Executive Order 117 Form.