- 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 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 and Procedures Manual.
- 2. How can I be authorized for a Procurement Card (P-Card)?
- A person must be a full-time Montclair State University 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 the 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 or iTunes.
- 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; the purchase is being made with a vendor whose merchant code is blocked. The P-Card holder can review their credit authorization log in Works or 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. The cost of the item on the print screen must match the Paypal receipt. In addition, any purchase via Paypal must be approved in writing from the cardholder’s supervisor. The written approval must be attached to the associated receipts for the purchase and filed with the monthly P-card statement as well as scanned and attached to the transaction screen in Works. Failure to do so may result in the loss of Purchasing Card privileges.
- 6. What is considered an acceptable attachment to the P-Card Transaction?
- Any attachment to a transactions must include the following information:
- the name of the vendor; 2) a description of the items purchased;
- the date of the purchase; and 4) the total amount of the purchase.
We recognize that an actual receipt is not always available when the transaction is processed. Therefore, it is acceptable to use a purchase acknowledgement from the supplier for the order, or in the case of Paypal, the Paypal acknowledgement, along with a screenshot of the checkout which is available prior to the completion of the order.
- 7. How will I know that my requisition has been processed into a Purchase Order and the Purchase Order sent to the awarded vendor?
- You can check the status of your requisitions / purchase orders by accessing the “Requisition Lifecycle Report” within Workday. The Requisition Lifecycle Report displays all requisitions for a Cost Center, Grant, Gift, or Project, along with the related purchase orders, receipts, returns, and any payments and invoices. The report is organized by transaction type, and can be filtered on any of the requisition columns. A training guide to the Requisition Lifecycle Report can be found at under the Procurement Training Guides Page.
- 8. Many items in the office supply contract website with W.B. Mason are blocked, for 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.
- 9. 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. No requisition will be processed into a purchase order if the vendor’s Federal Tax Identification Number is not provided.
- 10. 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 $5,325 or greater or whenever cumulative payments to a vendor reach $5,325 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.
- 11. 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 does not approve the vendor.
- 12. 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 $5,325 or more or whenever cumulative payments to a vendor are $5,325 or more in a given fiscal year.
