RIAS Procure-to-Pay
Frequently Asked Questions

GENERAL QUESTIONS

How do I access RIAS?

In order to access the new RIAS Procure-to-Pay applications as either a designated Preparer or Approver, you will need (1) a computer with a University-wide network connection and web browser (preferably MS Internet Explorer 5.5 or above), and (2) a Rutgers University network identifier, also known as a NetID. The NetID is a security mechanism that will be used to authenticate the identity of individuals attempting to access a University computer system or application.

If you have an active computer account on an OIT system (andromeda, crab or rci), you should already have a valid NetID. To confirm that your NetID is still valid, go to the web page at https://www.td.rutgers.edu/netid/and follow the instructions provided. If you do not remember your password, you will need to call the Computing Help Desk on your campus (see "What if I Forget My Password" below) to reset your password.

If you do not have an active OIT computer account, you will need to create a NetID. To create a NetID, go to the web page at http://netid.rutgers.edu and follow the instructions provided. Individuals should establish their NetID before attending the end user training sessions. If assistance is required, please contact your local Computing Help Desk (see "What if I Forget My Password" below).

To logon to RIAS, go to http://rias.rutgers.edu or http://riasapps.rutgers.edu

What if I forget my NetID password?

You may contact one of the Computing Help Desks at the following telephone numbers to reset your password:

Is there any software that will need to reside on my desktop to access RIAS?

No, users of the RIAS Internet Procurement Application will not need any software other than a web browser to access the application.

When the RIAS Procure-to-Pay Process goes live, how will support be handled? Who will end users be able to contact with questions?

A variety of support mechanism will be available including:

Purchasing: http://purchasing.rutgers.edu

Controller’s Office: http://www.rci.rutgers.edu/~univcont

A RIAS Internet Procurement Application users’ manual and Quick Reference Guide available at http://rias.rutgers.edu/p2p.html .

• Departmental Experts from various organizational units on all three regional campuses have received additional training and are available to provide assistance. These individuals are listed on the RIAS website.

What are the recommended desktop requirements for the RIAS Internet Procurement Application?

Go to http://rias.rutgers.edu/system.pdf

Will I be able to access the RIAS Internet Procurement Application from a remote location?

Yes, provided you have access to a web-browser.

Is training offered?

For further information concerning training, go to http://rias.rutgers.edu/p2p.html.

When will I use the RIAS Internet Procurement Application?

The Internet Procurement Application will be used for the following procurement or payment transactions:

• Create or approve a purchase requisition and a purchase order for an external supplier for up to $5,000 (formally, the paper-based Quick Purchase Order).
• Create or approve a purchase requisition for an external supplier (formally, the paper-based 9-part requisition).
• Create or approve a check request for a payment to supplier or other type of payee (formally, the paper-based request for payment or billhead).
• Create or approve a requisition and release order for some internal suppliers (formally, the paper-based Rutgers Internal Purchase Order). A listing of these internal suppliers can be found on the RIAS web site at http://rias.rutgers.edu/p2p.html.
• Record the receipt of goods for purchase order line items over $5,000 (formally, the paper-based AP Certification Form for invoices over $1,000).

What is the Requisition Approval Hierarchy?

A structure that defines the automatic routing of requisitions from a Preparer to an Approver.

How do I add or delete Preparers or Approvers, or initiate other changes in the requisition approval hierarchy?

Departments will need to complete the Internet Procurement Access Request Form found at http://rias.rutgers.edu/formsrequirements.html to initiate changes affecting an individual who is named in the requisition approval hierarchy for their organization.

Who can be a Reviewer of a requisition?

A Reviewer is an individual outside the Preparer’s direct requisition approval hierarchy to whom a requisition has been manually forwarded for review. A Reviewer can be within the Preparers’ same organization or outside of the Preparer’s organization. A Reviewer does not have final approval authority for that requisition. Instead, he/she will be recorded in the approval history with his/her review comments only.

What is an Organization ID number and how do I find what my department’s number?

Each organizational unit within the University has been assigned a new Organization Identification (ORG ID) number which will be used in conjunction with general ledger account numbers to code and identify purchasing and payment transactions. In order to submit requisitions and check requests for approval, Preparers will be required to enter the appropriate general ledger account number (fund source), subcode (natural account) and associated organization number for the transaction. A listing of the ORG ID numbers cross-referenced by reporting relationship code can be found at http://uhr.rutgers.edu/rias.

What is a Notification?

A system-generated message informing the recipient of the status of a transaction or that an action is required.

QUESTIONS FROM PREPARERS

How do I prepare a requisition?

There are 6 steps for creating any requisition in the Internet Procurement Application. They are:

Step 3 - Billing Information: Enter the account(s) to be charged.

Step 4 - Notes: Enter any notes to the Buyers or Approvers or attach any files to the requisition.

Step 5 - Approvers: Add additional Approvers or Reviewers for the requisition, if applicable.

Step 6 - Review and Submit: Review and electronically submit the requisition for approval.

What is a Supplier Site?

A supplier site is the specific location of a supplier. The naming convention of supplier site is the name of the town/city the supplier is located, followed by a dash, then a number representing the number of the supplier’s locations in that particular town/city. (i.e., Piscataway-01, Piscataway-02). A supplier may have one or more supplier sites.

What do I do if a supplier is not listed in the Internet Procurement Application database?

You can process a non-catalog requisition for a supplier that is not listed in the system. If you wish to add a supplier that is not listed in the system, you may complete a New/Change Supplier Request Form and attached it to the requisition with a Note to Buyer. The form can be obtained at http://rias.rutgers.edu/formsrequirements.html.

You can not process a Quick Order or Check Request without selecting a valid supplier’s name and site listed in the system. If the supplier you wish to use is not listed, you must complete a New/Change Supplier Request Form, and email it to either Purchasing procure@rci.rutgers.edu (Quick Orders) or Disbursement Control payables@rci.rutgers.edu (Check Requests) for processing. Once the supplier has been established within the system (generally within 24 hours), the Quick Order or Check Request can be processed.

What is the purpose of choosing a Category when creating a requisition?

The Category box is a required field that comes delivered with the Internet Procurement Application software. The field can be used to define goods and services in great detail or, as we have chosen to do at the University, at a more summary level.

How will the supplier know the Deliver-To Location Code?

The Deliver-To Location code is translated by the system to a postal street address, which is printed on the purchase order.

Can I ship items on my requisitions to multiple locations?

Yes, during the second step of creating a requisition, you can indicate a different shipping location for each requisition line.

If the Preparer changes the Default Requester (his/her own name), to another employee, will the Deliver-To Location automatically change?

Yes, the Deliver-To Location will be changed to reflect the requester’s location.

When would I use the One-Time Address link?

Every organizational unit within the University has been assigned a default Deliver-To Location in the list of values. The one-time address would be used to specify a delivery location that is not defined in the Deliver-to Location list of values. For example, it may be necessary to specify a one-time address to ship items directly to a principal investigator doing field research in a remote location.

What Deliver-To Location do I use for purchases of radioactive materials?

You will need to change the Deliver-To Location to the REHS location (LIV 4127) when creating a requisition for radioactive materials. However, REHS does not need to review the requisition before it is submitted for approval.

What Deliver-To Location do I use for purchases of furniture?

You will need to change the Deliver-to location to Material Services (LIV 4125) when creating a requisition for furniture.

Do I need to learn new general ledger account numbers?

No. All general ledger account numbers (fund sources) will remain the same. However, expenditure subcodes (natural accounts) will be increased to 5 digits by adding a trailing zero. For example, 2100 Supplies will become 21000 Supplies. Finally, all transactions processed through the RIAS Procure-to-Pay Process will require a new and additional piece of information called the organization identification number (or ORG ID).

How do I find my department’s or another department’s Org ID?

You may find a listing of the ORG ID numbers cross-referenced by reporting relationship code at http://uhr.rutgers.edu/rias.

What happens if I forget to enter my Fund Source, Natural Account and ORG ID?

If you do not enter valid charging instructions and leave the default zeros in place, the requisition will automatically be routed to Procurement Services and not to your authorized Approver. Procurement Services will return the requisition to the Preparer for him/her to insert proper the charging instructions

Do I have to insert my Fund Source, Natural Account and Org ID each time I create a requisition?

No, you can store pre-defined account distributions in "My Profile." You can then select from the pre-defined distributions to populate the required fields.

How do I see the charging instructions (account numbers) included on a requisition?

The View Requisition Details screen provides all the details of the requisition.

Will I be able to charge someone else’s account for inter-disciplinary purchases?

Yes, provided you are given their account number and its organizational identification number. Also, the Prepare’s default Approver will need to be changed to the authorized Approver for the designated account and organization.

How do I find out who is an authorized Approver in another organization?

Authorized Approvers by organization are included on the RIAS web site and the Internet Procurement Application as links

What happens to a requisition if the Preparer enters charging instructions for an account outside his/ her own organizational unit? Does it go directly to his/her Approver or to the Approver for the other organization?

The requisition will follow the direct routing path of the Preparer until it finds and authorized Approver for the account distribution specified on the requisition. As a consequence, the requisition will probably end up in the Purchasing Department unapproved, because an authorized Approver could not be found (for the account specified on the requisition) on the Preparer’s direct routing path.

For example, if a Preparer from a discrete Newark organizational unit charged a requisition to a discrete New Brunswick organizational unit account, the requisition would end up in Purchasing unapproved because no one in the Newark Preparer’s direct routing path would have approval authority for the New Brunswick account.

Accordingly, if the Preparer is authorized to prepare a requisition with an account distribution outside his/her organizational unit, the Preparer should always locate and add the authorized Approver for that organization unit to the requisition to ensure proper routing and approval.

How do I prepare a requisition that will be funded by more than one University Department? Does the requisition require approval from both Approvers?

If the items on a requisition will be split funded among multiple organizations, the Preparer must insert the names of the authorized Approvers from each organization (Step 5 in the creation of a requisition) on the "Review Approver" page of the Internet Procurement Application. The departmental Approvers must be inserted to review the requisition before the default Approver (Creighton Pfeifer).

How do I make a correction to a previous step in the Internet Procurement Application?

You can navigate to proceeding screens by using the back browser button or by selecting the Shopping Cart icon. If you do select the browser back button, after you make the correction/addition to the requisition, use the buttons on the bottom of each screen to proceed through the six steps of shopping. Caution - If you use the browser back button during the Go-Shopping step, it may add duplicate items to your shopping cart.

Is there any one screen that contains all the details of a requisition?

The View Requisition Details screen provides all the details of a submitted requisition.

How will the system know who approves my requisition?

The Requisition Approval Hierarchy combined with Approval Rules define which individuals can approve the requisitions in an organization and for what dollar amount.

Can a Preparer withdraw a requisition that has been submitted for approval?

Yes, as long as the status of the requisition is "In Process". Additionally, requisitions in an approved states can be withdrawn as long as a purchase number is not automatically being generated or one has not been created by a buyer within the Purchasing Department.

If a Preparer withdraws a requisition from the Approver, is there any indication to the Approver that a requisition has been withdrawn?

The Approver will not know if a requisition has been withdrawn unless he/she checks the Approval History of the requisition.

Will my Approver know what type of requisition (non-catalogue, Rutgers Exchange, Quick Order or Check Request) I am submitting for approval?

Yes, by looking at the View Requisition Details screen.

How do I make a correction on the requisition after I have submitted it for approval?

It depends upon the status of the requisition. If the status of the requisition is still "In-Process", the Preparer of the requisition can withdraw the requisition, make any required changes and resubmit for approval. Also, the withdraw function can be used recall and re-route an "In-Process" requisition to the backup Approver if the primary Approver is unexpectedly unavailable.

If the status is "Approved" and it was not a Quick Order or Check Request, you can contact the buyer in Procurement Services to stop the order before it is issued to the supplier. The Buyer will return the requisition to you to make your changes.

If the status is "Approved" and it was a Quick Order, you must complete a Change Order Request Form to cancel the Quick Order.

If the status is "Approved" and it was a Check Request, you must contact Disbursement Control to cancel the check.

What happens if my Approver does not take an action on a requisition that has been routed to them?

If an Approver does not take an action on a requisition within a day of receiving the requisition, the Approver will receive a system generated reminder notification. If the Approver does not take an action the second day, the Approver will receive a second reminder notification. If the Approver does not take an action by the third day, the Preparer will receive a notification that the Approver has not taken an action on the requisition. The Preparer may withdraw the requisition, manually change the Approver to the back up Approver and resubmit the requisition

How can I get approval for my requisition when my Approver is on vacation?

If the Approver has an expected absence (e.g., vacation), the Approver can re-assign his/her requisitions to automatically route to a backup Approver for a specified amount of time. If the Approver has an unexpected absence (e.g., out sick) and the Preparer is aware of their absence, the Preparer can manually forward the requisition to a backup approver.

Who can edit a requisition and what fields can they edit?

If the Status of the requisition is "In-Process," then:

The Preparer can withdraw a requisition by selecting the Withdraw and CheckOut feature. This will allow the Preparer to make any changes to the requisition.

The Approver can edit any fields on a requisition prior to approving it by clicking the Edit Requisition link. After the Approver has edited the requisition, they can then take one of four actions: Approve, Approve and Forward, Forward or Reject

The Reviewer can edit any fields on a requisition prior to approving it by clicking the Edit Requisition link. After the Reviewer has edited the requisition, they can take one of four actions: Approve, Approve and Forward, Forward or Reject

How will I know if my Approver changed something on my requisition?

You will not receive a notification automatically if a change has been made to your requisition. However, the Approver can describe any change(s) he/she made to the requisition in the Note to Approver box. The Preparer can then view the explanation contained in the note by selecting Status under Requisitions at a Glance/Check Requisition Status.

If my Approver rejects my requisition, is it considered cancelled?

The rejection of a requisition by an Approver does not automatically reverse the requisition commitment in OFIS. The requisition must be cancelled by the Preparer to remove the commitment.

What is the difference between a rejected and a returned requisition?

Only an Approver or a Reviewer can reject requisition. Only a Buyer can return a requisition. A Buyer will return a requisition to the Preparer for incomplete or inaccurate information, or for some other reason indicated in the Notes to Approver section of the requisition.

How will I know the status of my requisition?

You can check the status of a requisition at any time by using the "Check Requisition Status/Requisition Status." The status column lets you know what is the status of the requisition (Approved, In Process, Rejected, etc.), by clicking its link. The status indicates who has reviewed or approved the requisition, the dates when each individual acted on the requisition and any notes any of the individuals have included on the requisition. Also, the "Requisitions at a Glance" section of your home page will indicate the status of the requisitions which you created.

My department prepares thousands of requisitions. How do I manage the file so that all the records are there but they can be retrieved quickly?

By selecting Check Requisition Status, you can use Expanded Search to query requisition by various search criteria such as the Preparer’s name, Requester’s name, requisition number, creation date and status of the requisition.

How will I know what was on the purchase order that was sent to the Supplier?

Upon departmental approval, Preparers will receive original Quick Orders for issuance to suppliers via email attachment in an Adobe Acrobat document format.

Preparers will receive "Departmental" or acknowledgement copies of purchase orders issued by the Purchasing Department via email attachment in an Adobe Acrobat document format. These copies will be provided for both the regular and blanket purchase orders issued by Purchasing each business day. These copies will be distributed in an overnight process and will be available to Preparers the next business day.

How will I know which Buyer received my requisition?

The Buyer’s name will be reflected on the View Requisition Detail Screen.

What fields will print on the purchase order?

The following fields in Internet Procurement will be printed on the Purchase Order:

Item Description
Unit of Measure
Quantity
Unit Price and total
Supplier Name and Address
Need by Date
Requestor Name
Deliver-To-Location
Notes to Supplier
All other fields are for internal use only

When will something appear under Items to Receive?

Once a purchase order has been issued, the individual named as Requester will have all purchase order lines $5,000 or greater displayed until they have been fully received.

When will I receive items through the Internet Procurement Application and receive with paper (invoice certification)?

The paper invoice certification form will continue to be used for the following purchases:

• New Blanket Orders created in the Internet Procurement Application

• Subcontracts

• Consulting, Professional Services and other Fixed Price Agreements

• Paper Purchase Orders converted into the RIAS Procure-to-Pay system

All others purchase lines $5,000 or greater will be received on-line.

What happens if I lose power while I am creating a requisition?

If you have not saved your shopping cart, you may lose the information entered on the requisition.

Are there shortcuts to reorder frequently requested items?

• Non-Catalog Request - Prior to adding the item to your Shopping Cart, you can also add it to your Favorites List to select from and request again later. You can add multiple items to your cart by checking the select box by each item you wish to add to the shopping cart and clicking the Add to Cart button.
  
• Internal Suppliers - You can add to your Favorites List prior to adding to your Shopping Cart from the internal catalog of items for Internal Purchase Orders.
  
• Copy to Cart – (From the Check Requisition Status Page) select a requisition, open it, and click "Copy to Cart". For example, this could represent a cart of items to be purchased for a new hire. Once the "Copy to Cart" has created a new Shopping Cart, you can make changes to any field and by proceeding through the six steps of creating a requisition.

Note - Attachments, Notes, Reviewers or Special Item Information from the original requisition will not be copied to cart. If required, they must be added to the "copied" requisition.

How long can the Shopping Carts be saved?

The contents of the Shopping Cart will remain until you open the saved cart and complete the six steps of creating a requisition.

What is the best way to use the wildcard % sign?

The wildcard (%) is used when you need to search a list of values (LOV). The placement of the wildcard will limit a particular search. Until you become more familiar with the naming conventions of the list of values in the Internet Procurement Application, it is recommended that you place a wildcard at the beginning and the end of your search criteria before selecting the Flashlight icon.

In the list of values contained on the Requisition Status page, what is meant by "My Group's Requisitions"?

By selecting "My Group’s Requisitions", all requisitions created in your organizations will be displayed.

My department uses an Apple computer; do we have to save attachments in the Internet Procurement Application with a suffix?

Yes, when you add an attachment to your requisition you will need to ensure that you saved the attachment with the appropriate extension (.xls for Excel, .doc for Word, .pdf for Adobe Acrobat or .vsd for Visio files) to ensure that the attachment can be opened by the Purchasing Department.

What information can be entered in the Requisition Description field that will be reflected under Requisitions at a Glance?

You may enter any text in the Requisition Description field to describe the requisition or otherwise identify or classify the requisition.

Will I continue to receive paper U-charges?

Yes, you will continue to receive paper U-charges from internal supplier departments that are not accepting orders through the RIAS Internet Procurement Application.

Will I still order gas cylinders through Material Services?

No. Ordering is done directly with the gas cylinder preferred suppliers.

Do I need to obtain a quote or reference number from a RIAS internal supplier?

Yes. Please contact the individual internal supplier departments for details.

Is the multi-part P-Form (Request for Consulting or Independent Personal Services Form) still being used?

The paper-based, pre-numbered form will be replaced with a new form that can be attached to a requisition. The new form is available at http://rias.rutgers.edu/formsrequirements.html.

How do I prepare a requisition to engage an independent contractor to perform services?

A requisition must be prepared in Internet Procurement Application with a completed Request for Consulting or Independent Personal Services Form (RCIPS) attached. The form can be found at http://rias.rutgers.edu/formsrequirements.html. The Buyer will review the RCIPS to determine if the worker is properly classified as an independent contractor. If so, the Buyer will work with the requesting department to develop a "Consulting Agreement" that will be signed by the individual performing the requested services. Upon receipt of the signed agreement, the Buyer will issue a regular purchase order to the individual.

If the Buyer concludes that the worker should be classified as an employee, the requisition will be returned to the Preparer.

QUESTIONS FROM APPROVERS

How many people will need to approve a requisition?

Requisitions require only one approval, but no one will be permitted to approve a requisition they prepare.

Will central accounting offices review purchase requisitions, check requests and travel and business expense reports?

No. The authorized Approver is responsible for ensuring that the expenditure is reasonable, appropriate (or allowable), and necessary in order to achieve the objectives of the particular University program, project or task. The Approver is also responsible for determining that the account(s) charged have adequate funds available to cover the requisition during the budget or project period.

Will the system automatically route requisitions to Approvers by funding source (e.g., state accounts to one Approver and grant accounts to another Approver)?

No. The requisition hierarchy is based upon organizational unit, not funding source (account). Level 1 Approvers can approve all requisitions up to $10,000, regardless of funding source. Level 2 Approvers can approve all requisitions up to the departmental budget, regardless of funding source.

Will the system automatically check for funds availability?

No, the system will NOT automatically check for funds availability. The Approver is responsible for checking in OFIS, or some other reliable shadow accounting system, to determine if there are sufficient funds to cover the expenditure during the budget or project period.

Will I be able to approve requisitions that I prepare?

No. The system will automatically route the requisition from the Preparer to the next individual in the Requisition Approval Hierarchy who is authorized for that dollar amount and organization. If you are a Level 2 Approver who prepares a requisition, you must change the default Approver to a Peer Approver prior to submitting the requisition.

I am a Level 2 Approver and creating a requisition. Who will approve my requisition?

As a Level 2 Approver, you need to manually change the default Approver by clicking the Change the Default Approver link to a "peer" Approver. If you do not change the default Approver, the requisition will be routed to Purchasing who will reject the requisition with a note for you to change the Approver’s name.

What does the status pre-approved mean?

Pre-Approved is the status of a requisition when an authorized Approver has approved the Requisition but has forwarded the requisition to another individual to review.

What does the Approver Checkout button mean?

When an "Approver" or "Reviewer" edits a requisition, clicking the Approver Checkout button will start them through the editing requisition process and will take them through all the data completed on the requisition.

What happens when an Approver selects the action of Approve and Forward?

If an Approver approves and forwards a requisition, the status of the requisition is pre-approved. The Reviewer who the requisition is forwarded to can change any information on the requisition. Unless the Reviewer indicates the changes he/she has made in the notes section of the approval page, the Approver will not know the requisition has been altered.

If a Level 1 Approver selects the Approve and Forward function and the Reviewer changes the dollar amount to over the Level 1 approval authority, the requisition will be routed to the Approver level 2 if any changes are made.

Can an Approver change the specified Requester of the requisition?

Yes, provided the individual is in the list of values.

Can an Approver add a Reviewer to a requisition?

If an Approver requires additional information from someone in the hierarchy prior to approving it, the Approver would use the Forward function to route it to an added Reviewer.

Can I forward my requisition to any person in the list of values?

Not necessarily. If the Approver takes the action of Forward or Approve and Forward and selects an individual who is not in the hierarchy, the Approver will receive a Notification that the Requisition was sent to an invalid person. The Approver then must resubmit the requisition for approval.

QUESTIONS ABOUT RUTGERS EXCHANGE SUPPLIERS AND ORACLE EXCHANGE SUPPLIERS

What is a Rutgers Exchange Supplier?

A supplier that offers products through electronic catalogues at pre-negotiated prices with the University.

When you elect to shop at a Rutgers Exchange Supplier, you leave the Internet Procurement Application and enter the supplier’s web site. The products offered on the supplier’s web site reflect prices pre-negotiated with the University. You select items as per the shopping instructions contained on the supplier’s web site. When you checkout from the supplier’s web site, the contents of your shopping cart on the supplier’s web site are transferred back to your shopping cart in the Internet Procurement Application. After the transfer, you can proceed to process your requisition.

What are the benefits of using Rutgers Exchange Suppliers?

You can select items from electronic catalogues to include in your shopping cart at pre-negotiated prices by a click of the mouse. Also, upon departmental approval, purchase requisitions to Rutgers Exchange suppliers will be quickly and automatically converted into purchase orders without Buyer involvement.

Should I create Quick purchase orders for Rutgers Exchange suppliers?

No. Upon departmental approval, the system will automatically create and issue your order to a Rutgers Exchange supplier, regardless of the dollar amount.

Can I add Rutgers Exchange items to My Favorites List?

You can not save RU Exchange items to My Favorites in the Internet Procurement Application. However, you can save your Rutgers Exchange "favorites" on the web site of each Rutgers Exchange Supplier. Also, you may wish to save multi-line item orders in the Exchange Supplier’s shopping cart before you exit the web site in the event you do not properly return to the Internet Procurement Application.

What is the Oracle Exchange?

The Oracle Exchange is an electronic catalogue of goods and services offered by a wide range of suppliers. This Oracle Exchange catalogue does not reflect pre-negotiated prices with the University.

What is the difference between the Rutgers Exchange and Oracle Exchange?

A Rutgers Exchange supplier offers products through an electronic catalogue maintained on its own web site at pre-negotiated prices with the University. An Oracle Exchange supplier offers products through the Oracle Exchange electronic catalogue, but not at pre-negotiated prices with the University.

Should I use the Oracle Exchange to create a requisition to one of the Rutgers Exchange Suppliers also listed on the Oracle Exchange?

No. If you shop in the Oracle Exchange catalogue to create a requisition to one of the Rutgers Exchange suppliers listed on the Oracle Exchange (i.e., Staples and Boise Cascade), you will not receive the benefit of the University’s pre-negotiated prices. Also, requisitions exceeding $1,000 will be unnecessarily routed to a Buyer for processing.

QUESTIONS ABOUT QUICK ORDERS AND CHECK REQUESTS

What is a Quick purchase order?

A Quick purchase order is a purchase order that departments can issue unilaterally with out the involvement of the Purchasing Department. A Quick order can not exceed $5,000 or be used for the purchase of a commodity restricted by the Purchasing Department.

How do I prepare a Quick purchase order?

Use the 6 steps for creating a requisition in the Internet Procurement Application and confirm that the following are true:

1. The "Quick Order/Check Request" box on the requisition form is checked.

2. There is a valid supplier name and site on the requisition.

3. Total purchase is $5,000 or less.

4. The requisition does not involve a restricted commodity.

Does a copy of the Quick purchase order still need to be forwarded to Disbursement Control?

No, Disbursement Control will have an electronic record of the Quick Order.

Will I be able to print Quick purchase orders from my desktop?

Yes. Once a requisition has been approved, the Preparer will receive the Quick Order via an email attachment in an Adobe Acrobat document (PDF) format. The Quick Order can then be printed to your local printer or emailed to the supplier.

Do I need a special printer to print PDF Quick Orders?

No, a typical desktop printer can print PDF documents with acceptable clarity.

How can I get access to a Quick Order that is sitting in the Preparer’s e-mail account?

Only the Preparer of the Quick purchase order will receive an Adobe Acrobat copy of the Quick Order. In the event the Preparer is unavailable to retrieve the Quick Order, the Approver may contact the Purchasing Department to request a second original copy. The Approver will need to provide the original Quick Order number. Purchasing will email a second original copy to the Approver in an Adobe Acrobat format for issuance to the supplier. The Approver will be required to notify the original Preparer that the order has been issued so as to avoid the issuance of a duplicate order.

Do we use the Change Order Request Form to close small open balances on a Quick purchase order?

The Change Order Form is required to make a change to any existing purchase order. The Change/Close Commitment Form will be used to close internal purchase orders not reflected in RIAS (that required a paper-baser Rutgers Internal Purchase Order).

Under what circumstances would I prepare a Check Request?

Generally, the University procures and pays for goods or services through the use of a purchase order. Occasionally, there are circumstances under which a payment is required, but for which the issuance of a purchase order is either inappropriate or unnecessary. The following types of payments may be made using a properly completed check request:

1. Petty Cash Reimbursements (Refer to University Regulations and Procedures Manual (URPM) Book 6, Section 6.1.7)

2. Certain Payments to Individuals (Refer to URPM Book 6, Section 6.1.4)

3. Certain Statutory or Regulatory Obligations (e.g. payroll taxes, property taxes, etc.)

4. Conference Registration Fees

5. Office Subscriptions (e.g. Chronicle of Higher Education, Wall Street Journal, etc.)

6. Membership Fees

7. Postage

Check Requests must include a written explanation and/or the submission of documentation supporting the requested expenditure of University funds. The information is necessary to properly support the payment and, when applicable, capture information required by the Internal Revenue Service. A check request will not be used to request travel advances (see Travel Advance procedure).

How do I prepare a Check Request?

Use the 6 steps for creating a requisition in the Internet Procurement Application and confirm that the following are true:

1. The "Quick Order/Check Request" box on the requisition is checked.

2. There is a valid supplier name and site on the requisition.

3. One of the "Check Request" categories is selected.

What type of documentation must I submit to support a Check Request?

Check Requests must include a written explanation and/or the submission of documentation to support the requested expenditure of University funds.

If documentation is available to support the expenditure (e.g., conference registration form, membership dues notice, and petty cash receipts); the document(s) must be delivered or mailed to the designated Approver for review. This document(s) must be attached to a screen print of the "View Requisition Details" screen for the check request. This screen print contains the requisition number that will be used by the Approver and Disbursement Control to locate and match the document with the associated requisition in the system. If approved, the supporting documentation and attached screen shot must be forwarded to Disbursement Control, where it will be matched with the check request and filed for retention.

If supporting documentation is not available to support the expenditure (e.g., prepaid postage for a postage meter), the Preparer must indicate that the documentation will not be submitted to the Approver or Disbursement Control. This is done by clicking on the designated box on the "Enter Notes & Attachments" screen, and including an appropriate justification in the "Note to Approver" block.

If I prepare a Check Request to make a payment to a supplier, do I also need to prepare a Quick Order to send to the supplier?

No. If you prepare both a Check Request and Quick Order in the RIAS Internet Procurement Application for the same goods or services, the supplier may be paid twice for the same item(s). Also, your account will reflect a debit for the check voucher and a commitment for the Quick Order, which you will be required to cancel.

Will Check Requests be routed to the Purchasing Department?

No, approved Check Requests will be routed directly to Disbursement Control. However, if you forget to click the "Quick Order/Check Request" box on the Shopping Cart Contents screen, the requisition will be routed to the Purchasing Department.

How do I note special handling instructions on a Check Request?

When creating a requisition, you can select special handling instructions from a list of values on the "Notes" screen.

How long will it take for my check request to be processed?

An authorized Approver must approve a check request before it is electronically routed to Disbursement Control. Disbursement Control will hold the check request until the supporting paper documentation is submitted to Disbursement Control by the Approver. Assuming the documentation is adequate, the request will be processed and a check will be available the next business day.

QUESTIONS ABOUT TRAVEL AND BUSINESS EXPENSE REPORTS, TRAVEL ADVANCES AND TRAVEL ORDER FORMS

How will I get reimbursed for travel and business expenses under the new RIAS Procure-to Pay Process?

The paper-based Travel and Business Expense Report (TABER) is being modified to accommodate an additional piece of information (Organization Identification number or Org ID) that is required to initiate payments in the new system. The new form is available on the web at http://rias.rutgers.edu/formsrequirements.html in both Adobe Acrobat and MSWord "fill-in" formats. The new forms must be used for reimbursement requests submitted after June 28, 2002. Please note, the new web-based form will not be preprinted or distributed by Material Services.

After June 28, 2002, TABERs will follow the same approval path as purchase requisitions and check requests, except the routing will be a manual process. That is, an employee will need to deliver or mail his or her TABER (along with receipts) to an authorized Approver for the Organization to which the reimbursement is being charged. The authorized Approver will review the reimbursement request and supporting receipts. If approved, the Approver will sign the TABER and deliver or mail the form and receipts directly to Disbursement Control for payment and retention.

Who must sign the TABER?

The employee requesting reimbursement and the authorized Approver for the organization to which the expenses will be charged.

What should I do if I need to add more lines to the TABER to list all my expenses?

You may list the details of your expenses as an attachment to the TABER and include only summarized amounts on the TABER, or you may complete multiple TABER forms.

How will I obtain a travel advance under the new RIAS Procure-to Pay Process?

Currently, employee travel advances are requested on paper-based check requests (billheads). In the new system, a special Travel Advance Form (TAF) will be used to request travel advances. The new form will capture an additional piece of information (Organization Identification number or Org ID) that is required to initiate payments in the new system. The new form is available on the web at http://rias.rutgers.edu/formsrequirements.html in both Adobe Acrobat and MSWord "fill-in" formats. The new forms must be used for travel advance requests submitted after June 28, 2002. Please note, the new web-based form will not be preprinted or distributed by Material Services.

After June 28, 2002, TAFs will follow the same approval path as purchase requisitions and check requests, except the routing will be a manual process. That is, an employee will need to deliver or mail his or her TAF to an authorized Approver for the organization to which the travel advance is being charged. The authorized Approver will review the travel advance request. If approved, the Approver will sign the TAF and deliver or mail the form directly to Disbursement Control for payment and retention.

Have the procedures changed for Travel Order Forms?

No. The paper-based, pre-numbered Travel Order Form (TOF) will continue to be used for the direct billing option with authorized travel agencies.

QUESTIONS ABOUT PURCHASING PROCEDURES AND TERMS

What is a Requisition Number?

A system-generated number assigned to the requisition when a Preparer creates a requisition.

What is a Purchase Order Number?

A system-generated number assigned to the purchase order when approved by the Purchasing Department. In the case of Quick purchase orders and requisitions to Rutgers Exchange vendors, the purchase order number is generated by the system when the Department approves the requisition.

Is the Requisition Number the same as the Purchase Order Number?

No. Requisition numbers will be system-generated during the "Review and Submit" step when creating a requisition. Once the requisition is approved and turned into a purchase order, the system will generate another number for the purchase order. The numbers are cross-reference in the system, so if you know one number, such as the requisition number, you can find its corresponding purchase order number.

What is a Sole Source Purchase?

A Sole Source purchase occurs when the goods or services required are so unique that competitive sources are not available.

What is a Preferred or Single Source Purchase?

A Preferred or Single Source purchase occurs when goods or services are requested from a particular vendor for an appropriate business purpose. For example, to augment work on a project completed by a vendor in a previous budget period.

What is a 3-Way match?

An automated process of verifying that the information contained in the following electronic documents match within accepted tolerance levels: Purchase Order/Receipt of Goods or Services/Supplier Invoice.

Do we have to go into a different site to get the Change Order Request Form?

The Change Order Request Form can be found on the RIAS or Purchasing web site or as a link in Internet Procurement Application. All forms may be down loaded onto your desktop.

How do I prepare a deposit that must be applied to a purchase order?

In rare cases, if a Supplier requires a deposit with a purchase order prior to the shipment of goods and/or services, enter a note to the Buyer and provide all the details of the purchase (deposit dollar amount, documentation). The buyer will make the arrangements to have a check sent out with the purchase order.

QUESTIONS ABOUT ACCOUNTING AND INVOICE PROCESSING

Will commitments for purchase requisitions and purchase orders be reflected in the On-Line Financial Information System (OFIS)?

When the Preparer submits the requisition for approval, the requisition commitment will be reflected in OFIS the following day.

Once a purchase order is approved, the requisition commitment will be reversed in OFIS, and the purchase order commitment will be reflected in OFIS the following day.

How will OFIS reflect a requisition commitment?

A requisition number will start with an "R".

How will OFIS reflect a purchase order commitment?

A purchase order number will start with a "P". Internal Supplier orders will follow the "P" with a purchase order then a release number.

How do I remove a requisition commitment from OFIS?

The requisition must be cancelled.

How will I distinguish a requisition commitment versus a purchase order commitment in OFIS?

Requisitions will start with a "R" and Purchase Orders will start with a "P" in the reference field.

What will happen to outstanding invoices when my grant expires?

You can invoice against any account that has been end dated if there is an existing purchase order encumbrance. The invoice entered against an outstanding purchase order will be transferred to the legacy general ledger, bypassing the freeze because there was an "open commitment". You cannot enter a non-purchase order invoice or expense report on an end-dated account even if an outstanding travel advance against the end dated account. If a transaction transfers to the legacy general ledger, which has been end dated in the General Ledger, the transaction will go into suspense.

Will I continue to receive green dated invoices?

No, Disbursement Control will no longer forward a copy of paid invoices to the department.

How will partial payments be allocated on purchase requisitions/orders with multiple account distributions?

All the appropriate accounts reflected on the purchase requisition will be pro-rated and charged according to the dollar amount indicated on the purchase requisition. This process differs from the current one of charging the first account listed on the purchase order until depleted, then on to the second and so on.