Finances and Purchasing

Supplies, equipment, travel, and other needs related to your position at Rutgers should be ordered through our purchasing system by asking staff to create a purchase order. This will prevent you from having to pay out-of-pocket and needing reimbursement.

Please see our purchasing guidelines written for SC&I faculty and staff. Related forms are:

• Faculty Purchase Request Form
• Staff Purchase Request Form: now only one form is required for Food & beverage requests, purchases, expense reports, PCard requests, and journal entry requests.
• Software Purchases: please contact the IT office to determine if a Software Risk Assessment Form is needed. If needed, they will assist you with completing and submitting the form.
• Accessing the expense management system to get reimbursements

If you do need to hire someone to assist you, please complete the form below, allowing at least two weeks to process the hire. Please do not allow the person to begin working until the hire process has been completed

• New Hire Request Form
• Instructional Support Hire/Reappointment Form

If you do need to make a purchase yourself, please read our helpful checklist for submitting expense reports. Be aware that the limit for reimbursement of incidental purchases is $500 (Amazon purchases are not reimbursable), with travel as an exception.

Before purchasing information technology with your own funds, please be aware of our school’s technology policy. ** Software is not reimbursable **

All requests for reimbursement or out-of-pocket travel and business expenses must comply with the Rutgers University Travel & Business Expense policy. Please review the full policy and the travel information website.

All travel reservations (air, train, hotel, & rental car) must be made through Rutgers Travel Online Booking Tool.

To include a per-diem calculation (Travel Allowance) in your expense report, please view this video. 

 ** When completing this section in Concur, please be sure to respond no to charging the default account and include the project/task you would like to charge. This information can be found by going to your on-line financial report or FY26 GL-Project-Task list.

For the link to the project FY26 GL-Project-Task list, please use the attached spreadsheet. 

In accordance with university policies, please do not ask for reimbursement on items such as:

• personal travel added onto a business trip
• travel for your family when they accompany you on business trips
• travel or purchases whose business purpose cannot be substantiated with documentation

The university policy states that “Employees who improperly submit and approvers who improperly authorize the use of university funds are subject to disciplinary action.”

Whenever you travel outside of the U.S., you must register the trip on the International Travel Registration Site via the International Travel Registration Form found on the International Travel page. This form provides the university the information needed to locate you and deliver resources to you in the event of an international emergency.