Faculty / Staff

• Step 1. - Gather Data
• Step 2. - Create the Requisition
• Step 3. - Requisition Approval and Creation of Purchase Order
• Step 4. - Purchase Order Approval and Distribution to the Vendor
• Step 5. - Goods Receipt and Invoice Authorization

• Requisitions and Non-Sufficient Funds
• Types of Purchase Orders
• Tax Exempt Status
• Requests to Change or Close Purchase Orders
• Vendor Address Changes
• Processing Times in Purchasing

Step 1. - Gather Data

The Unit identifies purchase need, obtains cost estimate, identifies how the purchase is in compliance with College and State bidding requirements, secures and or confirms budget availability.  Units can contact Purchasing for assistance in obtaining data.

The Unit contacts Purchasing to begin Advertised Bid process, or obtains three written bids, or obtains single quote.

Units are encouraged to select vendors that have College or State of New Jersey contracts or that have previously supplied the College.  Units may contact Purchasing for vendor recommendations.

Before a new vendor can be used in the purchasing process, Purchasing must create the vendor in Banner and issue a Banner ID number.  A new vendor can not be created until Purchasing receives either the vendor’s W-9 or the vendor’s completed RCNJ Substitute W-9 Supplier Information Form.

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Step 2. - Create the Requisition

Once approvals are obtained within the Unit, the Unit Requisitioner enters a Banner requisition and includes the bidding action or the bidding exception category in the document text.  Unit sends completed Competitive Bid/Quotation form to Purchasing if applicable.

Requisitions and Non-Sufficient Funds

The completion of a requisition in the Banner system will be blocked if the budget being charged has insufficient funds.  The requestor will receive an NSF suspense error message.  The following is the recommended procedure to resolve an NSF:

1. Determine the budget shortfall by viewing FGIBAVL.
2. Change the requisition FOAP or Account Code, if applicable, or
3. Review the remaining balance on open encumbrances (purchase orders) to identify orders and/or amounts that are no longer needed.   Send a request to Purchasing to close or reduce the order(s) amount(s).   

If the requisition remains in NSF suspense, contact the Budget Office to request a budget transfer or approval to override the NSF.

Step 3 - Requisition Approval and Creation of Purchase Order

Purchasing reviews the requisition, validates compliance category, obtains Business Registration Certificate and/or Political Contributions certification if applicable.     Purchasing creates the purchase order.

Step 4 - Purchase Order Approval and Distribution to the Vendor

Purchasing circulates the PO for secondary approvals if needed.  Purchasing sends PO to vendor. The Unit is responsible for follow-up with the vendor regarding order confirmation and expediting delivery.

Step 5 - Goods Receipt and Invoice Authorization

The Unit receives the goods or services and retains packing slip or other documentation as proof of delivery.  The Unit approves the invoice and forwards it to Accounts Payable for payment.   

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Types of Purchase Orders

A Regular Purchase Order is based on an item(s), quantity and price.  A Standing Order or sometimes referred to as a blanket order, is based on a value and covers a period of time.       

Tax Exempt Status

The College is exempt from paying taxes.  When making any purchase notify the supplier of the College's tax exempt status.  A copy of the RCNJ tax exempt letter from the State of New Jersey is available.

Requests to Change or Close Purchase Orders

To make any changes to an existing order or to close a purchase order, please send an e-mail to purchase.ramapo.edu.  In the e-mail indicate the purchase order number, the vendor name and the change requested.  Purchasing will send an e-mail reply when the change is completed.

Vendor Address Changes

Complete and forward the RCNJ Substitute W-9 Supplier Information or Change form to Purchasing.  Be sure to include your name and the Vendor's Banner ID number.

Processing Times in Purchasing

No Bid Requisitions - Two (2) days after Requisition is entered.  For example: the requisition is entered on day one (1), the order should be completed by the end of day three (3).

Competitive Bid/Quote Requisitions - One (1) to two (2) days after the requisition is entered into Banner and Purchasing receives the completed Competitive Bid/Quote form.

• Advertised Bid - Allow 15 to 25 working days.
• Change or Close Order Requests – Two (2) days after the request is submitted.
• Vendor Create or Change Requests - Two (2) days after the request is submitted.