Go-Live:��Procurement��Services is pleased to announce that���´ǰ���岹����Strategic��Sourcing��(WSS) is live effective Thursday, January 29th, 2026. WSS provides a unified electronic platform for various procurement��processes, including contract management, bidding events, and related requests. This new Workday system offers the following key benefits and features:

• Establish a standardized electronic intake process for various requests, including��procurement��contract reviews, waiver processes, and��sourcing��events.
• Provide transparent workflows with visibility into the status of procurements and contracts. Once a project or contract is routed for approval via automated workflows, the requester can quickly see where the request is in the approval process and which approvals are pending.
• Provide a centralized repository of��procurement-related contract documents through role-based permissions for all new contracts, resulting in easier management.
• The ability to integrate contracts created within WSS with Workday core, streamlining the requisition process by ensuring the contract is tied to the payment and tracking spend against the contract.
• Other benefits include streamlined processes, reduced processing time, elimination of paper-based processes, a simplified user experience, and improved collaboration.

WSS Request Types:��WSS must be utilized moving forward for the following requests. All of the former paper-based forms have been removed from the��Procurement��Services website as they are no longer applicable:

• Sourcing��Event (Bid or RFP) Initiations��for bidding processes managed by the��Procurement��Services��Strategic��Sourcing��Team (replaces the Bid��Initiations��Forms)
• Delegated Waiver of Advertising or BOT Resolution Requests��(replaces the Waiver of Advertising Form); and
• Procurement��Contract Requests��(replaces the CAS Form).

Job Aid:��The��WSS Stakeholder Job Aid posted on the Procurement Training Guides page outlines how to access WSS, the various intake requests from start to finish, and should be used as a reference point. The Job Aid can also be accessed directly in WSS on the Business Purchases page.

Procurement��Trainings

Procurement��Services has developed several new trainings that will be offered regularly. All of these trainings relate to WSS as intake processes occur within WSS:

• �´ǰ���岹����Strategic��Sourcing��(WSS) –��Provides an overview of the system layout, how to submit various requests (contract review,��sourcing��events / RFPs, or waivers of advertising and BOT requests), track approvals, and access all of their projects or contracts.
• Procurement��Contract Process Overview –��Provides a detailed overview of the��Procurement��Contract review process, including when a��procurement��contract is required, what to review before submitting a request, and the workflow through contract execution.
• Bidding Process Overview –��Provides a detailed overview of the bidding processes from start to finish, including how to develop a Scope of Work that clearly defines all tasks, services, and deliverables a contractor must perform, which is essential to ensuring project goals are fulfilled.
• Delegated Waiver of Advertising Process Overview –��Provides a detailed overview of the delegated waiver of advertising process, including the requirements and a step-by-step breakdown of the process.

You can register for these trainings��at��, as well as other trainings, including an overview of all��Procurement��Policies, a P-Card Training, a Supplier Create Overview, and a��Procurement��Lifecycle Training. We encourage you to register for training sessions to help ensure a smooth transition to using WSS and to learn more about the��procurement��processes. All training materials are located on our��Procurement��Training Guides��page.

Non-Procurement��CAS Form

All��procurement-related contracts must be initiated within WSS. These requests were previously initiated through the CAS Form, which has historically been housed on our��Forms & Information��page. To avoid disruption, we have revised the CAS Form to a��Non-Procurement��Contract Approval Sheet that do not involve a procurement or purchase aspect, such as academic program and affiliation agreements, grant and research agreements, or fee-for-service agreements. This remains posted on the��Forms & Information page.

Prior Announcement Reminders (Oct 2025 & After)

Creating an Effective Scope of Work

Procurement��Services has developed a��Scope of Work��Guide which is posted on the Procurement Training Guides page, for public bids and other quote solicitations, which provides guidance on how to develop a Scope of Work (SOW) that clearly defines the all tasks, services, and deliverables a contractor must perform. This��guide��will help create a comprehensive and accurate��SOW, which is essential to ensuring operational needs are met, deliverables or project goals are fulfilled on time, and contractor performance can be effectively monitored and enforced.

Questionnaire for Requisitions Worklet Process Improvement

Questionnaires are utilized within the requisition process to collect required contract information from requesters and must be completed to trigger the approval process.��The��questionnaire process has been modified to allow requesters to access the questionnaire within the requisition worklet (the same page where you create/start the requisition process), in addition to continuing to process it through your inbox. Previously, requesters had to leave the requisition worklet and process the questionnaire through the inbox. The��Requisition Worklet Job Aid��and���´ǰ���岹����Procurement��Life Cycle Job Aid��have been updated to reflect this change. This information��is listed on��our website’s��Procurement��Training Guides��page.

Procurement��Card (P-Card) Request Process Now Within Workday

Requesting a P-Card has been automated within Workday through a defined workflow which provides visibility into the request process, effective today. Previously, P-Cards were requested through a manual form. The��P-Card Request Job Aid��has been created to provide guidance regarding this new process,��and��is listed on our website’s��P-Card Program��page.

“University Contracts (UNC#)” Requisition Type

The “University Contracts (UNC#)” requisition type��must��be selected for all requisitions��with��a��Procurement��Services assigned contract number, regardless of dollar value��(except��in the case of��punch-out catalogs). “1 Quote” is often selected for smaller dollar value requisitions that are procured under a��University Contract in error.��Selecting the correct requisition type will lead to faster processing and help ensure that the University is receiving all goods or services in accordance with the terms and conditions of the contract being procured from.��The��Requisition Type Methodologies Guide��provides��additional guidance, and is listed on our websites��Procurement��Training Guides��page.

UNC # 1453 – Office Supply Program Sustainable Items Soft Swap

The WB Mason Office Supplies punchout will now provide the requestor with the option to continue proceeding to checkout with the original item requested or to switch to a sustainable item offered through WB Mason. Requestors are not required to switch products but this was implemented to make requestors aware that a more sustainable product may be available for consideration. Please note that the price listed in the alternate item does not account for any reductions (or increases) in quantity and requestors should review carefully before proceeding. The��WB Mason Job Aid��contains additional information about this soft swap and is listed on our��website’s��Active Suppliers Contracts��page.

UNC��# 1629 – Hotel Services – Fairfield Executive Inn, Inc.

The University has awarded a contract to Fairfield Executive Inn that includes fixed rates for hotel rooms through July 14, 2030. This is a notice to help ensure that departments are aware that this is an option for the University’s use. Please find the��Fairfield Executive Inn Job Aid��for this contract, which is listed on our website’s Active Suppliers Contracts��page.

UNC # 1591 – Digital Printing & Photocopying Punchout with KM Media Group LLC dba One Source Solutions

In conjunction with University Communications and Marketing,��Procurement��Services has implemented a punchout catalog for digital printing services within Workday, effective today. This punchout contains various flyer and newsletter templates in which departmental users can customize its content through the supplier’s website. The��One Source Solutions Job Aid��provides detailed instructions on procuring from this punchout,��and��is listed on our website’s��Active Suppliers Contracts��page.

The public works and general goods and services bid thresholds have been increased from $39,400/$110,900 to $42,600/$119,800, effective 7/1/2025. Please refer to the chart below for additional guidance, which is also included on Procurement Services��website.

Updated Cooperative Contract Guidelines

Effective FY26, Procurement Services has updated its information related to cooperatives on our website’s��Cooperative Contracts��page.��The biggest revision to the guidelines is that for procurements above the general goods and services bid threshold, a minimum of one (1) additional proposal or quote from a different supplier must be provided, except for limited sole source exceptions. State of New Jersey Cooperative Contracts are the only cooperative type that is an exception to this requirement (unless required per the contract). A revised��Cooperative Contracts Justification Form��has been posted on the Cooperative Contracts page and our��Forms & Information��page.

Supplier Groups

Procurement Services has created a listing of procurement-related supplier groups, varying from entertainers to vehicles, and added suppliers to the groups within Workday. This resource is intended to help the campus community find and identify suppliers within Workday by filtering for the specific group for which you intend to procure services. Only commonly used suppliers were classified in Workday to ensure the lists are helpful.��To find the groups, please utilize the “Find Suppliers” report within Workday and filter by “Supplier Group.”

Supplier Connections Information

Supplier Connections were revised in February to make requisition and supplier invoice processes less click-intensive, as previously, the connections had to be added to each requisition line. Moving forward, the Supplier Create Team only adds Supplier Connections when a supplier has multiple addresses.

• For newly added suppliers added��after February 2025��with only one (1) address, the “Order-From Connection” will be blank and will not allow a selection.

• Suppliers added��before February 2025��with one (1) address automatically default the “Order-From Connection” to the only address on the supplier file.

• Action only needs to be taken by requestors for suppliers with multiple addresses. In this instance, the “Order-From Connection” field will not default to an address and will require a selection from the multiple addresses.

In cases where the “Order-From Connection” is blank, you can verify the supplier address by utilizing the “FIND SUPPLIERS” report and reviewing the “Remit-To Address” and “Order-From Address” fields. Please note that Purchase Orders are issued via email to most suppliers.

Requisition Type Methodologies

Effective FY26, Procurement Services has slightly revised the “University Contracts (UNC #)” requisition types to account for all procurement processes managed by Procurement Services to help our team collect better data. Our website’s Procurement Training Guides page has an updated Requisition Type Methodologies document.

Contract Approval Sheet – Minor Update

Contract Approval Sheet – Minor Update

The CAS form has been��updated��to add Dean approval for grants, research agreements, and fee-for-service agreements. The revised CAS form is posted under the Contract Review Procedures section of our��Forms and Information��website page. As a reminder, contracts for academic programs, affliction agreements, grants, research agreements, and fee-for-service agreements that do not include procurement of goods and services are not reviewed by Procurement Services.

Additionally, all contracts for the procurement of goods and services should be routed to Procurement Services after all subsequent approvals are obtained. Once the CAS is fully approved, the Using Department should obtain the supplier’s signature on the contract and return it to Procurement Services. Upon receipt,��Procurement��Services will obtain the signature of the appropriate officer of the University in accordance with the��Signing Authority Policy:

• $0 to <$200,000: Vice President for Finance and Treasurer

• $200,000 to <$500,000: Chief Operating Officer and Senior Vice President; or President

• ≥$500,000: President (after approval of the Board of Trustees for procurements)

Office of State Comptroller (OSC) Thresholds

Effective FY26, the Office of State Comptroller (OSC) threshold for review before any bidding action has been increased to $15,200,000 (previously $12,500,000). In addition, the post-award notification has been increased to $3,000,000 – $15,199,999 (previously $2,500,000 – $12,499,999).

Workday Strategic Sourcing��(WSS) Update

Procurement Services is working diligently on implementing Workday Strategic Sourcing and will provide an update with a launch date in the new FY. As a reminder, this system shifts current procurement-related functions to automated and defined electronic processes instead of paper-driven ones. WSS will manage bidding processes issued by Procurement Services, procurement-related waiver of advertising and Board of Trustees approval processes, and procurement-related contracts on a moving forward basis once the system is live.

Prior Announcement Reminders:

Requisition Worklet

The Requisition Worklet function has been implemented within Workday, effective Monday, July 22 2024, making it easier to review your open and completed requisitions, including the order,
receiving, invoice, and payment status. Please find the Requisition Worklet Job Aid and the updated Procurement Lifecycle Job Aid that reflects this update on our Procurement Training Guides page.

P-Card Program Limits Expansion

The Procurement Services Department is pleased to announce it has increased the base program limits for all cardholders to a $3,000 single transaction and a $10,000 monthly limit effective immediately. The intent is to significantly increase small-dollar purchasing power for the community under the program. Please refer to the P-Card Program page on our website for more information, including the updated P-Card Policy, Application information, and P-Card Training sessions.

Punchouts and University-wide Contracts

Several have been added and can be found on Procurement’s Active Supplier Contracts page, including Amazon Business, Travel Services, Home Depot Pro, etc.

FY25 Year-End Requisition Deadline Information (Originally sent in March)

Procurement Services revised its process to significantly extend the date requisitions can be entered for FY25 until June 17, 2025. This is a few weeks later than the previous year’s date to provide the campus community with more time to process pending requisitions, minimizing the disruption of day-to-day operations. This will be a firm deadline; no exceptions are permitted without a Year-End Workday Requisition Access Request Form with the required approvals.

• Year-End Workday Requisition Access Request Form: This form must be attached to any emergency requisition for requested goods and services after the June 17, 2025,deadline. This form must be signed by the requestor, Cost Center Manager, and VP of Department before submitting it to the Procurement department for approval. Please note that requests to access Workday without this form will not be granted.
• Departments must monitor their expenditures, including reviewing any open Purchase Orders, forecasting forthcoming purchases, and identifying suppliers that need to be added to Workday before year-end to help ensure their purchase requests are entered by the deadline.
• Please note that the deadline does not apply to grants with a different end date than June 30, 2025, along with capital projects.
• Budgets: We strongly recommend you take a look at your budget(s) and start:
  • Deleting any requisitions “drafts” that will not be routed for approvals;
  • Closing Purchase Orders that do not need to be open;
  • Request pending invoices to allow plenty of time for processing; and
  • Process budget amendments and other financial transactions required as part of the year-end closing process.

Increased Bid Threshold (Non-Prevailing Wage):

The general goods and services bid threshold will be increased from $39,400 to $110,900, while public work/prevailing wage projects will remain at the University’s current bid threshold of $39,400. Most purchases for the University are not prevailing wage projects (typically Facilities related).

The chart below outlines the major updates regarding the threshold surrounding this change:

*University Contracts (UNC’s) may be utilized for any threshold. University-wide UNCs are posted on the website
**The supplier file can be accessed in Workday to check if these requirements are on file.

• Prevailing Wage Projects: Procurement Services has updated its Requisition Type Methodologies and added a Prevailing Wage Guide��to explain further when prevailing wage applies. In addition, a soft alert stating that prevailing wage may apply has been added to relevant Spend Categories within Workday. If a Spend Category does not have this soft alert, the higher threshold should apply.

Additionally, Procurement Services is providing the following updates to the community:

• Signing Authority (Procurement Contracts): In the absence of a Vice President of Finance, Shawn Laidlaw, AVP of Procurement Services, will be signing contracts related to the purchase of goods and services and waiver of advertising approvals under $200,000 temporarily. Please find the chart below for procurement-related contracts:

• • ��This will not include academic programs, affiliation agreements, or grants/research agreements. These agreements are primarily signed by the Provost and Senior Vice President for Academic Affairs (Junius Gonzales) or his designee.
  • This will not include Fee-for-Service Agreements, primarily signed by the Assistant Treasurer (Kelly Barros) during this transitional period.
  • These processes are further outlined on the Contract Approval Sheet (CAS).
• Training: Procurement Services has updated its various training documents on the Procurement Training Guides page. Additionally, Procurement is scheduling periodic training within the , with additional training scheduled due to the increased bid threshold. This includes:
  • Overview of Key Montclair State Procurement Policies – Focused on a high-level overview of Procurement-related policies and guidelines to help you navigate through purchases, big or small.
  • Overview of the Supplier Create Process – This new training is focused on helping you navigate adding suppliers or updating supplier information.
  • Procurement Card Training and Refresher – Provides an overview of the P-Card program, including what is permitted, the roles and responsibilities of cardholders and approvers, and other important information.
  • Workday – Procurement Lifecycle – Focuses on the Workday lifecycle of a purchase from checking your budget, creating and managing requisitions, purchase order changes, receipts, returns, and payment through Accounts Payable.
• Waiver of Advertising:�� The University has added several new waiver of advertising categories, including (28)��Banking and investment services; (29)��Energy supply, such as electric and gas, from a third-party supplier; (30)��Hazardous waste collection and disposal services; (31)�� Supplies and services for the administration of study abroad or remote programs; (32)��Transportation services; (33)��Vehicle maintenance; (34)��Vending services; and (35)��Medical testing. The website contains a complete List of Exemptions by Statute to Publicly Advertised Bids. The Waiver of Advertising Form was further updated so that all categories are selectable by a drop-down box when filling out the form.
• Cooperative Contracts: Justification that the cooperative purchase is most advantageous to the University has been required for purchases at or over $100,000. That threshold has been raised to $200,000 at this time. The Cooperative Contracts page clearly outlines the requirements for utilizing cooperative contracts and provides links to the various cooperatives that have been approved for University use to navigate cooperative contracts more efficiently.
• W9��– The IRS has updated its��W-9 form. While the IRS will accept the previous form until September 2024, we are sharing this update so that the updated W-9 form can be requested for supplier onboarding or updates.
• Supplier Information: The Supplier Information page is an excellent resource for suppliers as it contains information that may be relevant to onboarding or usage, including our tax-exempt letter, doing business with the University and compliance documentation.
• Change Order Update��– End users no longer need to approve a Change Order once all the regular approvals are processed, as Workday now automatically budget checks at the beginning of the process when it is submitted for approval.
• Punchout Catalogs��– A Workday update has been made to require that the “Punch-Out Catalog” requisition type is selected when utilizing a punchout catalog.
• Other Items of Note: Procurement Policies and Procedures, Standard Terms and Conditions, and many other related Forms and Documents have been updated to account for the above updates. Please ensure any forms or documents are pulled from the Procurement Services website.