Forms & Information

Policies & Procedures

Procurement Policies and Procedures (pdf) – Policies and procedures governing procurement activities
- Confirming Order (ATF) Guidance (pdf) – Effective FY27, this guidance outlines the process for ATF purchases when a department commits the University to the purchase of goods and/or services before the required authorization has been issued, including applicable escalation procedures
- Blanket Purchase Orders (BPO) Guidance (pdf) – Guidance on the use of BPOs, including when they may be appropriate, as approved by Procurement Services
- Supplier Invoice (Direct Pay) Spend Category List (Excel) – A list of spend categories that may be used for direct pay or non-PO payments through the Supplier Invoice process managed by Accounts Payable (this list represents updates effective FY27)
Montclair State University Standard Terms and Conditions (pdf) – Standard terms and conditions applicable to all purchases
- Montclair State University Standard Terms and Conditions (Word) – Editable version of the University’s standard terms and conditions applicable to all purchases
Federal Terms and Conditions for Grants (pdf) – Federal terms and conditions applicable to purchases made with grant funding

Bid Initiations (Sourcing Events): Initiated within Workday Strategic Sourcing
Delegated Waiver of Advertising Requests (or BOT Requests): Initiated within Workday Strategic Sourcing
- List of Exemptions By Statute to Publicly Advertised Bids (pdf) – List of statutory exemptions to publicly advertised bid requirements
- $850k+ Submission Deadlines to Procurement Services for BOT Meetings from Sept. 2025 through July 2026 can be found here.
Competitive Quote Form (pdf) – Optional form used to document three (3) competitive quotes in support of a procurement within the three-quote range
Cooperative Contracts Justification Form (pdf) – Optional form used to document the rationale for supplier selection when the cooperative contract supplier is not the lowest quote and at least two (2) quotes are obtained above the general goods and services bid threshold.
Emergency Procurement Form (pdf) – Form used to document and request approval for an emergency procurement
Sole Source Form (pdf) – Form used to justify a sole source procurement when only one supplier is available or in rare occasions where price competition is not feasible
FY26 Year-End Workday Requisition Access Request Form – Required to process a request to grant access to Workday after the June 17, 2026 deadline

Non-Procurement Contract Approval Sheet (pdf): Only to be leveraged for contracts that do not involve a procurement or purchase aspect, such as academic program and affiliation agreements, grant or research agreements, or fee-for-service agreements.

Forms and important information related to the P-Card program can be found here

Tax Exempt Form (pdf) – Documentation supporting the University’s tax-exempt status
New Jersey Business Registration Certificate (BRC) Instructions & Sample (pdf) – Instructions and sample documentation for obtaining or submitting a New Jersey Business Registration Certificate
Chapter 51 / EO 333 Vendor Certification and Disclosure of Political Contributions (pdf) – Required vendor certification and disclosure form related to political contributions under Chapter 51 and Executive Order 333
- - Chapter 51 Instructions Guide (pdf) – Guidance for completing the Chapter 51 certification form
Ownership Disclosure Form (pdf)
Source Disclosure Certification (pdf)
Conflict of Interest (pdf)
MacBride Principles (pdf)
Iran Investment (pdf)
Russia Belarus (pdf)
Non-Collusion Affidavit (pdf)
Assignment Agreement (pdf)
New Jersey State Prevailing Wage Act Documentation (pdf)
Data Protection Addendum – EUGDPR (pdf) – Required if the supplier is providing services in the European Union
Data Protection Addendum China – Required if the supplier is providing services in the People’s Republic of China. When applicable, reach out to the University Counsel for the appropriate form that must be completed, as it depends on the context of the services.
Agreement of Surety Form (pdf)