Download Procure to Pay User Guide - Program for Disability Research

The Procure-to-Pay Process
Overview
Purchasing Authority: University Procurement & Contracting has been given the authority to conduct
and conclude negotiations for the purchase or lease of all supplies, equipment, and services to fulfill
the requirements of the University. The department is responsible for procuring all goods and services
fairly and competitively, and on an equitable basis, without undue delay, in accordance with the
University’s procurement policies. The authority for purchasing is delegated by the Board of
Governors through the President to the Senior Vice President and Treasurer, who in turn, has assigned
purchasing responsibility to the Executive Director of University Procurement Services, to the
Director of University Procurement & Contracting and to the purchasing staff.
Operational Functions:
A. To purchase, rent, or lease all goods and services that are required by university
departments
B. To maintain good relations with suppliers and procure all goods and services fairly and
competitively, and on an equitable basis, without undue delay
C. To comply with all policies and laws pertaining to the procurement of all supplies,
equipment and services
The Procure-to-Pay Process:
Step 1 Requisition Preparer creates requisition electronically
Step 2 Requisition Preparer electronically submits requisition to the Requisition Approver
Step 3 Requisition commitment is reflected on the Online Financial Information System (OFIS) the
following day
Step 4 Requisition Approver receives requisition electronically, reviews and takes the
appropriate action (Approve, Reject, Forward, Approve and Forward or Edit)
Step 5 Once requisition is approved;
Quick Orders - A purchase order is created in Adobe Acrobat and emailed to the
Requisition Preparer to print, fax or mail to supplier
Rutgers Exchange and Internal Suppliers - A purchase order is automatically
generated and sent to the supplier
Oracle Exchange and Non-Catalog - Upon review and approval by buyer, a purchase
order will be automatically generated and sent to the supplier.