Purchasing Processing and Procedures

Purchasing Department

Purchasing Processing and Procedures

All University purchasing must be done in accordance with appropriate State laws, regulations, policies and procedures, which include laws related to Small, Women, and Minority Businesses, and New Jersey Business Registration.  Please follow the correct procedure for purchasing good and services by processing a requisition in the Banner system.  The Purchasing Department has the ultimate authority to secure all purchases for the University.

When planning to make purchases for your Department, please follow the guidelines below:

MINIMUM BID THRESHOLD REQUIREMENTS
  $0 - $6,599.99 No competition required
  $6,600 - $33,299.99

Three (3) written or faxed quotes are required or as determined by the Purchasing Department

Purchases of 17,500+ please contact Janetleigh Myers for Chapter 51 compliance

 Over $33,300 Formal advertised bid will be coordinated through the Purchasing Department or a bid waiver will be required

 

PURCHASING PROCEDURES

 

OFFICE OF GENERAL COUNSEL CONTRACTING PROCEDURES

 

UNAUTHORIZED PURCHASE
Individual faculty and staff members are not authorized to procure any goods or services on behalf of the University. New Jersey law states that individuals who enter into unauthorized purchases may be held personally responsible for these goods or services. 

If you have an unauthorized purchase and did not process a requisition through the Purchasing Department, you must submit a direct pay to Accounts Payable.  Invoices over $1000.00 must have the Vice President's signature with a letter of justification.

VENDOR REGISTRATION
Pursuant to N.J.S.A. 52:32-44 vendors providing goods or services with a value of $4,995.00 or more to the University in any single fiscal year must be registered with the Department of Treasury. Effective September 1, 2004, the University is prohibited from entering into a contract or purchase order for $4,995.00 or more with an entity unless the vendor has provided a copy of its business registration certificate.

CERTIFICATE OF INSURANCE
Any vendor coming on campus to perform a service MUST submit their Certificate of Insurance meeting our requirements PRIOR to the service being performed. If the vendor cannot supply a certificate of insurance or meet our standard requirements, the requisitioning department should "e-mail" the Risk Management Department for an insurance WAIVER. The minimum types and amounts of insurance coverage required by the University are posted on the Purchasing website under Vendor Information/Registration. Once Purchasing receives the certificate of insurance/waiver, a requisition can be entered into Banner. Purchasing has a certificate of insurance database and will maintain/update as necessary.

CANCELING OF A PURCHASE ORDER
To cancel a purchase order, the requisitioning department must (1) telephone, fax, or write the vendor to cancel the order and (2) notify the Purchasing Department of the cancellation via e-mail or by memorandum (giving details such as purchase order number, account number, vendor, etc.) or send Purchasing a copy of the purchase order with instructions to cancel on it.

CHAPTER 51
On September 22, 2004, Governor James E. McGreevey signed Executive Order 134, which, among other things, imposed new restrictions on State departments, agencies and authorities. The purpose of the Executive Order was to insulate the negotiation and award of State contracts from political contributions that pose the risk of improper influence, purchase of access or the appearance thereof. To that end, Executive Order 134 prohibited State departments, agencies and authorities from entering into a contract that exceeds $17,500 with an individual or entity that has made a political contribution to a candidate committee and/or election fund of any candidate or holder of the public office of Governor, or to any State or County political party committee. Executive Order 134 was superseded by Public Law 2005, c. 51, signed into law on March 22, 2005.

Contracts or Purchase orders for $17,500 and over cannot be finalized until the vendor completes the necessary forms (Addendum 6). The vendor must understand that the University is prohibited from awarding a contract or issuing payments until the State Treasurer or his designee gives approval that the requirements of the Public Law have been met.

 

NEW JERSEY PROMPT PAYMENT ACT
In accordance with The New Jersey Prompt Payment Act N.J.S.A. 52:32-32 et seq. interest must be paid to any business concern that does not receive payment within sixty (60) days from the date the State (1) received good and services or (2) received a properly executed invoice, whichever is later.  Where a signed contract exists between the State and a vendor, payment must be made within sixty (60) days of the payment date specified in the contract.

CERTIFIED PAYROLL REQUIREMENTS
The New Jersey Prevailing Wage Act (N.J.S.A. 34:11-56.25 et seq.) establishes a prevailing wage level for workers engaged in public works in order to safeguard the workers efficiency and general well-being, and to protect them as well as their employers from the effects of serious and unfair competition resulting from wage levels that are detrimental to the efficiency and well-being of all concerned.

The Act requires the payment of minimum rates of pay to laborers, craftsmen and apprentices employed on public works projects.  Covered workers must receive the appropriate craft prevailing wage rate as determined by the Commissioner of Labor and Workforce Development.  Prevailing wage rates are wage rates based on the collective bargaining agreements established for a particular craft or trade in the locality in which the public work is performed. In New Jersey, these rates vary by county and by the type of work performed.

Public works projects subject to the Act are those funded in whole or in part with the funds of a public body. Contracts awarded directly by municipal government must be valued at $11,892 or more to be covered by the Act. For all other public entities, including municipal utility authorities and boards of education, the threshold is $2,000.

For information pertaining to the State of New Jersey Prevailing Wage Rate please use the link below:
http://lwd.dol.state.nj.us/labor/wagehour/wagerate/wage_rates.html 

To verify if a contractor is registed with the New Jersey Department of Labor, please click on the link below:
http://lwd.state.nj.us/lsseapp/LSSERedirect.html?newPage=forms/RegisteredContractors

STEPS FROM JOB TO PAYMENT

  • Project is identified, scope of work, approximate amount of project
  • Based on dollar figure: Quote, Bid formal or informal
  • Vendor information (documentation, W-9, registration etc.)
  • If "Service" obtain Service Contract throught Stockton University's Office of General Counsel
  • Requisition created in Banner (Dept. Support Staff) or (Note: if below $6,600 may submit as Direct Pay)
  • Converted to Purchase Order (Purchasing Dept.)
  • Purchase Order to Vendor
  • Vendor fills order
  • Receiving processed in Banner if required based on type of PO (Dept. Support Staff)
  • Invoice sent to Accounts Payable (Support Staff inputs)
  • Check disbursed to vendor (30 days from invoice or less if discount applies)

 

STOCKTON UNIVERSITY TERMS AND CONDITIONS - Purchase Orders

STOCKTON UNIVERSITY TERMS AND CONDITIONS - Request for Proposals

  

Vendors can find the Business Ethics Guide on the Department of Treasury website: 
http://www.state.nj.us/treasury/purchase/ethics_guide.shtml