FY26 Procurement Updates

Increased Procurement Thresholds

The public works and general goods and services bid thresholds have been increased from $39,400/$110,900 to $42,600/$119,800, effective 7/1/2025. Please refer to the chart below for additional guidance, which is also included on Procurement Services website.

Updated Cooperative Contract Guidelines

Effective FY26, Procurement Services has updated its information related to cooperatives on our website’s Cooperative Contracts page. The biggest revision to the guidelines is that for procurements above the general goods and services bid threshold, a minimum of one (1) additional proposal or quote from a different supplier must be provided, except for limited sole source exceptions. State of New Jersey Cooperative Contracts are the only cooperative type that is an exception to this requirement (unless required per the contract). A revised Cooperative Contracts Justification Form has been posted on the Cooperative Contracts page and our Forms & Information page.

Supplier Groups

Procurement Services has created a listing of procurement-related supplier groups, varying from entertainers to vehicles, and added suppliers to the groups within Workday. This resource is intended to help the campus community find and identify suppliers within Workday by filtering for the specific group for which you intend to procure services. Only commonly used suppliers were classified in Workday to ensure the lists are helpful. To find the groups, please utilize the “Find Suppliers” report within Workday and filter by “Supplier Group.”

Supplier Connections Information

Supplier Connections were revised in February to make requisition and supplier invoice processes less click-intensive, as previously, the connections had to be added to each requisition line. Moving forward, the Supplier Create Team only adds Supplier Connections when a supplier has multiple addresses.

• For newly added suppliers added after February 2025 with only one (1) address, the “Order-From Connection” will be blank and will not allow a selection.

• Suppliers added before February 2025 with one (1) address automatically default the “Order-From Connection” to the only address on the supplier file.

• Action only needs to be taken by requestors for suppliers with multiple addresses. In this instance, the “Order-From Connection” field will not default to an address and will require a selection from the multiple addresses.

In cases where the “Order-From Connection” is blank, you can verify the supplier address by utilizing the “FIND SUPPLIERS” report and reviewing the “Remit-To Address” and “Order-From Address” fields. Please note that Purchase Orders are issued via email to most suppliers.

Requisition Type Methodologies

Effective FY26, Procurement Services has slightly revised the “University Contracts (UNC #)” requisition types to account for all procurement processes managed by Procurement Services to help our team collect better data. Our website’s Procurement Training Guides page has an updated Requisition Type Methodologies document.

Contract Approval Sheet – Minor Update

Contract Approval Sheet – Minor Update

The CAS form has been updated to add Dean approval for grants, research agreements, and fee-for-service agreements. The revised CAS form is posted under the Contract Review Procedures section of our Forms and Information website page. As a reminder, contracts for academic programs, affliction agreements, grants, research agreements, and fee-for-service agreements that do not include procurement of goods and services are not reviewed by Procurement Services.

Additionally, all contracts for the procurement of goods and services should be routed to Procurement Services after all subsequent approvals are obtained. Once the CAS is fully approved, the Using Department should obtain the supplier’s signature on the contract and return it to Procurement Services. Upon receipt, Procurement Services will obtain the signature of the appropriate officer of the University in accordance with the Signing Authority Policy:

• $0 to <$200,000: Vice President for Finance and Treasurer

• $200,000 to <$500,000: Chief Operating Officer and Senior Vice President; or President

• ≥$500,000: President (after approval of the Board of Trustees for procurements)

Office of State Comptroller (OSC) Thresholds

Effective FY26, the Office of State Comptroller (OSC) threshold for review before any bidding action has been increased to $15,200,000 (previously $12,500,000). In addition, the post-award notification has been increased to $3,000,000 – $15,199,999 (previously $2,500,000 – $12,499,999).

Workday Strategic Sourcing (WSS) Update

Procurement Services is working diligently on implementing Workday Strategic Sourcing and will provide an update with a launch date in the new FY. As a reminder, this system shifts current procurement-related functions to automated and defined electronic processes instead of paper-driven ones. WSS will manage bidding processes issued by Procurement Services, procurement-related waiver of advertising and Board of Trustees approval processes, and procurement-related contracts on a moving forward basis once the system is live.

Prior Announcement Reminders:

Requisition Worklet

The Requisition Worklet function has been implemented within Workday, effective Monday, July 22 2024, making it easier to review your open and completed requisitions, including the order,
receiving, invoice, and payment status. Please find the Requisition Worklet Job Aid and the updated Procurement Lifecycle Job Aid that reflects this update on our Procurement Training Guides page.

P-Card Program Limits Expansion

The Procurement Services Department is pleased to announce it has increased the base program limits for all cardholders to a $3,000 single transaction and a $10,000 monthly limit effective immediately. The intent is to significantly increase small-dollar purchasing power for the community under the program. Please refer to the P-Card Program page on our website for more information, including the updated P-Card Policy, Application information, and P-Card Training sessions.

Punchouts and University-wide Contracts

Several have been added and can be found on Procurement’s Active Supplier Contracts page, including Amazon Business, Travel Services, Home Depot Pro, etc.

FY25 Year-End Requisition Deadline Information (Originally sent in March)

Procurement Services revised its process to significantly extend the date requisitions can be entered for FY25 until June 17, 2025. This is a few weeks later than the previous year’s date to provide the campus community with more time to process pending requisitions, minimizing the disruption of day-to-day operations. This will be a firm deadline; no exceptions are permitted without a Year-End Workday Requisition Access Request Form with the required approvals.

• Year-End Workday Requisition Access Request Form: This form must be attached to any emergency requisition for requested goods and services after the June 17, 2025,deadline. This form must be signed by the requestor, Cost Center Manager, and VP of Department before submitting it to the Procurement department for approval. Please note that requests to access Workday without this form will not be granted.
• Departments must monitor their expenditures, including reviewing any open Purchase Orders, forecasting forthcoming purchases, and identifying suppliers that need to be added to Workday before year-end to help ensure their purchase requests are entered by the deadline.
• Please note that the deadline does not apply to grants with a different end date than June 30, 2025, along with capital projects.
• Budgets: We strongly recommend you take a look at your budget(s) and start:
  • Deleting any requisitions “drafts” that will not be routed for approvals;
  • Closing Purchase Orders that do not need to be open;
  • Request pending invoices to allow plenty of time for processing; and
  • Process budget amendments and other financial transactions required as part of the year-end closing process.