This is an HTML version of an attachment to the Open Public Records Act request 'Procurement process for the Request For Proposal fro Biographical Investigation into Martin Luther King and his connection to 753 Walnut Street.'.




State of New Jersey - Circular Letters
Page 1 of 2
Governor Chris Christie • Lt Governor Kim Guadagno
Search 
Department of the Treasury
Accounting for the Purchase of Goods or Services 
from State Colleges and Universities
ORIGINATING NO.: 05-14-OMB 
AGENCY: OFFICE OF MANAGEMENT AND BUDGET 
EFFECTIVE DATE: 4-4-05 
EXPIRATION DATE: INDEFINITE 
SUPERSEDES: 05-04-OMB 
SUBJECT: ACCOUNTING FOR THE PURCHASE OF GOODS OR SERVICES FROM STATE 
COLLEGES AND UNIVERSITIES 
ATTENTION: CHIEF FISCAL OFFICERS AND BUSINESS MANAGERS 
FOR INFORMATION CONTACT: PATRICIA LEAHEY 
PHONE: (609) 292-8938 
This circular letter establishes the proper procedure to procure and account for the purchase of goods or 
services from the state colleges and universities. 
There is an expressed preference for the use of other Agencies, such as the state colleges and universities to 
provide professional services rather than outside private vendors. The reason is that where feasible, the 
direct, actual use of in-state, professional resources of state entities are always preferable. However, the 
preference does not extend to those situations where, while some professional services may be provided by 
the state college or university, the major portion of the services are to be provided by subcontracts to private 
companies or independent contractors. In such situations, the State Agency should contract directly with the 
state college or university for only those professional services or student resources as are provided directly 
and use advertised or non-advertised competitive procurements to obtain the subcontracted services. 
Further, a waiver of advertising is not required if the services are being directly provided by a state college 
or university. The use of entities such as the state colleges and universities does not preclude compliance 
with Circular Letter 98-14-OMB/DPP/OTS Professional Services: Review, Control, Monitoring, and 
Extensions. 
All state colleges and universities are autonomous and operate independently of the New Jersey 
Comprehensive Financial System (NJCFS) and banking system. Therefore, the state colleges and 
universities cannot be paid via a using agency payment transaction (UA). The proper procedure to account 
for the procurement of goods or services is as follows: 
A. Obligate funds payable to a state college or university by entering an agency contract order (AO) into 
NJCFS. The statement "supporting documentation is on file at the agency" must be included in the 
text. A print screen of the AO, text and the formal contract must be kept on file at the agency for a 
period of seven years.
http://www.state.nj.us/infobank/circular/cir0514b.htm
12/22/2017


State of New Jersey - Circular Letters
Page 2 of 2
B. Prepare an Accounting Bureau payment voucher (A1) to issue payment to the college or university. 
Reference the agency contract order indicated in (A) above.
C. Instructions for completion of the above forms are contained in the NJCFS manual, Expenditure 
Accounting Section, Chapter 4, pages EXP 4-10 for the AO and EXP 4-35 for the A1. 
D. The autonomous colleges and universities are as follows: 
Kean University
NJ Institute of Technology
Rutgers University
Montclair State University
The Richard Stockton College of NJ
Rowan University
Thomas Edison State
College The College of NJ
University of Medicine and Dentistry of NJNJ City University
William Paterson University
Ramapo College of NJ 
Charlene M. Holzbaur
Director 
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http://www.state.nj.us/infobank/circular/cir0514b.htm
12/22/2017