Procurement Training Guides

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.

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.

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.

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 $5,910 or greater or whenever cumulative payments to a vendor reach $5,910 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.

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.

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 $5,910 or more or whenever cumulative payments to a vendor are $5,325 or more in a given fiscal year.