Procurement Services: Suppliers

Please view the key contacts or contact University Procurement Services Help Desk for assistance.

University Procurement Services establishes supplier contracts that include group and cooperative purchasing agreements.

Please visit Our Buying Process to learn how the competitive bidding process works.

Supplier awards are based on the most responsible and responsive qualified bidder who meets all specifications, terms and conditions of the bid proposal.

Some factors considered in addition to price may be quality, adherence to specifications, delivery, service and warranty, depending on the intended use of the commodity or service. Bids are awarded based on price only when quality, delivery, etc. are equal.

The University reserves the right to waive technicalities or minor discrepancies in any bid, if waiving would serve the best interest of the University.

Bidders are notified in writing via an intent to award, or notice of award letter, usually within 120 days after the bid has been publicly opened. The award is final unless the University Procurement Services Chief Procurement Officer determines that a bid protest merits a stay or holding of the contract award. The award notice or intent to award is not a notice to proceed. The bidder who receives the award cannot proceed without a University purchase order. 

We may reject any bid which does not meet, or substantially alters, the specifications, bid terms, or conditions of a proposal.

Suppliers must be invited by the units and/or University Procurement Services to participate.  

Most Rutgers term contracts are for a period of three years with the possibility of two one-year extensions. 

Major renovation projects of $2 million or more, new construction, selection of architects and real estate purchases are handled through University Facilities and Capital Planning.

No. If the requesting unit and Procurement decide that a pre-bid or pre-proposal conference is necessary, the RFP solicitation will clearly state the information and requirements including the date, time and place of the event. 

The University does not normally require bid bonds. The University, however, may call for performance bonds, and may also solicit alternative bonding methods. In the event of default of the contractor, the University may procure the articles or services from other sources and hold the contractor responsible for excess costs incurred.

Standard insurance requirements are set forth in the Standard Terms and Conditions.

Suppliers are responsible for submitting invoices.  All invoices must be submitted directly to Accounts Payable. If the invoice does not have a purchase order number, the payment will not be processed. 

Rutgers University standard payment terms are based on the payment method and are from the invoice date, unless stated otherwise. 

Every effort is made to take advantage of any prompt payment discount (e.g. 2% 10 days) that a supplier offers.

Not at this time.

An honorarium recipient is required to be registered as a supplier in PaymentWorks. Therefore, the recipient will need to complete and submit a registration.

If you are a registered supplier, all units at Rutgers can do business with you.

Yes, you become an active supplier to everyone in the Rutgers community. 

Please contact the University Procurement Services Help Desk.

Please contact the University Procurement Services Help Desk for guidance.

Yes, in PaymentWorks you can add two fulfillment/remit to addresses at a time.

PaymentWorks is a self service portal in which a supplier is responsible for updating, adding and deleting company information.

No, at this time all insurance and supporting documentations should be submitted to the unit that you are collaborating with.

Existing RU Marketplace supplier updates will still need to be submitted via the RU Marketplace Supplier Maintenance Form by the unit.

Suppliers are rejected for the following reasons: 

1. Debarred supplier
2. Duplicate supplier
3. Supplier whose good or service is already contracted with the University; look on our Find Products section 
4. Supplier is a Rutgers employee 
5. Incorrect supplier information
6. Personalized message is directed to anyone other than the supplier

If a supplier email needs to be resubmitted, you will need to create a new invitation request using a different email.

No, the Rutgers community no longer has the ability to submit documentation and information on behalf of the supplier; registration needs to be completed by the supplier.

Invite the supplier through PaymentWorks; see the job aid for Inviting a Supplier.  Any supplier may be invited, but the request will first need to go through a University Procurement Services approval process; supplier requests may be rejected based on various factors. 

You will need to re-submit the invitation using an alternate email.

Partly.  Prior to registration through the PaymentWorks system, foreign individuals must contact Tax Services to register with Glacier.   For foreign entities, the process stays the same (no need to register with Glacier).

Please see the job aid for Checking Status of a Supplier.  The turnaround time depends on the complexity of the supplier AND how quickly the supplier is able to submit correct /complete registration and documentation, along with the backlog of applications at the time. 

Individuals who are paid via non-PO upload submission are not included in PaymentWorks. 

No, PaymentWorks allows one contact per supplier.  The supplier can update that contact/add information after onboarding.

Yes. Existing active suppliers not in PaymentWorks must be invited to register in PaymentWorks.

The previously activated supplier may no longer qualify as a Rutgers supplier.

All supplier updates will be managed through PaymentWorks. Existing active suppliers not in PaymentWorks must be invited to PaymentWorks to update their information.

Suppliers in PaymentWorks can access their PaymentWorks profile and manage and update their information.

To check for supplier status in PaymentWorks, see the PaymentWorks job aid for assistance. For RU Marketplace, you will need to check RU Marketplace.  If you see them, they are an approved supplier and can be used for shopping.

It depends on a few things:

1) Payment type (is this for a non-PO upload, for example)?

2) Employment status (individuals who receive a payroll check would be reimbursed via Expense Management).  

3) Individuals who are not paid via payroll or fall under the check request matrix payment types must go through PaymentWorks.

  For Rutgers payroll employees,  suppliers are paid via Expense Management.  For students 

Yes.  If you do not see your supplier in RU Marketplace, they will need to be invited to PaymentWorks.

An invitation request through PaymentWorks will need to be created and sent for approval.  However, if you have been alerted that only a supplier's name is changing (but the federal ID stays the same), you will need to submit a Supplier Maintenance Request Form to update the name (for suppliers onboarded prior to September 16th).  If the supplier was onboarded on September 16th and later, the change will need to be made in PaymentWorks.  

If you have technical issues with PaymentWorks, contact the PaymentWorks Help Center.

• For Vendor/Supplier, https://community.paymentworks.com/payees/
• For Rutgers, https://community.paymentworks.com/payers

If you do no have access, please email help@canvas.Rutgers.edu.

• Go to: https://netid.rutgers.edu
• Click on “Manage Email Addressed” on the left panel
• Log in with your NetID and Password
• In the “Official Rutgers Email Address” section, add your Rutgers email address and Click on “Submit Request”
• Wait 2-3 hours until Email address is populated , then try to login to Supplier Portal (PaymentWorks)

ICED is not handled in the supplier onboarding process. ICED forms will still need to be attached, by the units, when a requisition is submitted.

Glacier is Nonresident Alien Tax Compliance System that foreign visitors/individuals use to provide their immigrant and tax data. Contact the Rutgers Tax Department at 848-445-2054 for assistance.