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. 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 requisition in FMS by going to e-procurement, requisitions, manage requisitions. Enter the requisition number in the search box. Once it comes up, click on the small arrow to the left of the requisition number and the lifeline will appear. The lifeline shows the status of the requisition from creation to invoice payment. When a portion of the process is completed, the box will be highlighted. When the PO box is highlighted, click on the highlighted Purchase Order to see the Purchase Order Number. If this section is not highlighted, then a PO has not been created.
7. 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.
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. 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 $5,160 or greater or whenever cumulative payments to a vendor reach $5,160 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 does not approve the vendor.
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 $5,160 or more or whenever cumulative payments to a vendor are $5,160 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?
Verify that your fiscal agent has approved the requisition. Procurement Services cannot process a requisition into a purchase order without fiscal agent approval. You can check the status of your requisition in FMS by going to e-procurement, requisitions, manage requisitions. Call up the requisition you want to review and once it comes up, click on the small arrow to the left of the requisition number and the lifeline will appear. Check the appropriate section. Each completed will be highlighted.
For procurements between $6,880 and $34,400, 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 Montclair State University’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.