Purchasing

• To support the academic, administrative, and operational activities of the University by locating competitive sources of quality goods and services which meet the University's high standards.
• To negotiate favorable terms, conditions and pricing, and to arrange for delivery when and where needed.
• To monitor supplier compliance with purchase order contracts and resolve discrepancies.
• To contribute to the financial wellness of the University by practicing careful and diligent management of purchases and assets through the active participation in planning and implementation of sound financial and ethical decisions.

• P-card Request Form
• Staples New Account Form
• Purchase Requisition Form
• No Bid Justification
• RWU Travel Preauthorization Form

Welcome to the Roger Williams University Procurement Card (“P-Card”) program provided to us by US Bank. The P-Card provides an extremely efficient and effective method of purchasing goods and paying for legitimate business-related expenses incurred by University faculty and staff

The P-Card is a purchasing tool that offers an alternative to the existing procurement processes and is primarily designed to replace purchase orders and check requests for expenses with a value of $2,500 or less. The P-Card concept is designed to delegate authority and to give users the capability to quickly and conveniently purchase approved commodities directly from vendors that accept Visa. However, the program is not intended to avoid or bypass the appropriate procurement or payment procedures in place.  Rather, the program complements the existing processes available.

To obtain a P-card, please complete the request form and forward it to Kathy Kanterman, Director of Purchasing. The application must be submitted by the applicant's manager to indicate their approval to issue the P-card.

P-card Policy
P-card Request Form
US Bank P-card Cycle Calendar
P-card Missing Receipt Form

Rental Car Booking

Rental Car Program

• RWU has a contract with Enterprise, now called “EnterpriseMobility” which includes two brands:
  • Enterprise: Use when picking up from a branch office.
  • National Car Rental: Use when picking up from an airport.
• Make reservations through RWU’s Enterprise portal
• Reserve as early as possible. No cancellation fees.
• RWU’s contract includes collision & liability insurance. Always waive additional insurance when asked.
• Traveler does not have to pay with p-card. Reservations arelinked to RWU’s billing account.
• All travelers will be given an Emerald Club account upon request.Having an Emerald Club account streamlines the entire rental process.
• The Emerald Club has additional benefits when booking with National Car Rental:
  • Skip the counter at the airport and go directly to the aisle.
  • Free upgrades: book & pay for midsize, choose any available vehicle from the aisle.
• Administrative Assistants may book on behalf of someone else using the traveler’s Emerald Club number.
• Employees may book personal travel under the contract and receive the low contract rates. Select “Personal Use” when booking.
• Insurance is not included for personal bookings.
• Personal bookings should be paid with personal credit card.

Rental Car Instructions

Follow these instructions to streamline your car rental process and get the best pricing: 

Getting started

1. Request an Emerald Club account from Purchasing, purchasing@rwu.edu. It takes 2-5days for Enterprise to set it up. You will receive an email with your login information.
2. Once you receive your login, sign in to your account and enter your driver’s licenseinformation. (This is needed in order to skip the counter at the airport.)

Make your reservation

1. 1.To make a reservation, go to the Enterprise portal and log into your Emerald Club account.
   1. Link can also be found on rwu.edu Purchasing page under “Helpful Links”.
2. Select “National” if you are picking up at an airport. Select “Enterprise” for all other reservations.
   1. Select the first option under either Enterprise or National. No further approval is needed if you have an Emerald Club account.
3. When you book with National, always select a mid-sized car. You will get a free upgrade to any available vehicle.
4. Regardless of which brand you use, always waive additional insurance. Our contract includes collision and liability.
5. Do not use your credit card to make the reservation. When you book the reservation through your Emerald Club account, it is automatically linked to RWU’s billing account.(No p-card transactions to allocate, no receipts to upload.)

Pick up your vehicle

When picking up at an airport, if you have followed all of the steps above, you can:

• Go directly to the vehicle aisle without stopping at the National desk.
• Select any car that is available. The upgrade is free, you will only be billed for amid-size car.
• Drive to the exit and provide your information to the attendant at the booth.

Whether picking up at a branch or airport, remember:

• Always waive additional insurance. Collision and liability are covered through our contract.
• Do not use your p-card, your reservation should be automatically linked to RWU’s billing account.

RWU Shredding Program 

Updated 9/12/2025 

Roger Williams University has a contract with Mansfield Shredding for all shredding services. It includes oneoff pickups of documents and shredding consoles, which are left on campus and emptied at regular intervals.

Instructions

There is a minimum trip charge of $220. Any of the services below can be combined on a given day in order to avoid the minimum charge. There are shredding consoles on-site which are emptied every-other month. If you have a small volume of shredding, the easiest way to avoid the minimum trip charge is to have your documents picked up on the same date the consoles are being serviced. Consoles are serviced on the first week of the following months: January, March, May, July, September, November. 

1. Boxes 

If you have shredding to be picked up that will be in boxes, please contact Purchasing and provide the following information: 

• Number of boxes
• Size of boxes
• Exact location where boxes will be picked up
• A contact person in the department (name, email, phone number)
• The GL number that should be charged Purchasing will work with you to determine the optimal pickup date based on your department’s needs and the number of boxes, and will contact the vendor to arrange for pickup. 

2. 64-gallon shred bins 

Before requesting a shred bin, see important pricing information. If you require a shred bin, contact Purchasing and provide the following information: 

• Number of bins
• Preferred date for bin delivery
• Exact location where bins should be dropped off
• Approximate time that bins will be needed
• A contact person in the department (name, email, phone number)
• The GL number that should be charged Purchasing will contact the vendor to arrange for the delivery of the bin.

3. Shredding consoles 

If you would like a shredding console in your department, contact Purchasing and provide the following information: 

• Number of consoles
• Exact location of consoles
• When you would like the console delivered
• A contact person in the department (name, email, phone number)
• The GL number that should be charged

Pricing and Service Details 

1. One-off Shredding Services 

Shredding can be picked up in either boxes or 64-gallon purge bins: 

Boxes: Documents can be put in paper boxes for pickup. 

Pricing: 

• Standard boxes (12x10x15): $5.00/box
• File size boxes (12x10x24): $8.00/box 

64-gallon bins: Mansfield Shredding can provide a 64-gallon purge bin for documents. They will deliver the bin and pick it up at a later date. 

Pricing and details: $100/bin 

Although purge bins are an option, it is recommended that boxes be used because they are significantly more cost effective. If empty boxes are not available, inexpensive boxes can be purchased and it will still average less per-box than using the 64-gallon bins. If you would like a shred bin, the standard time for having the bin on site is two weeks. Notify Mansfield Shredding if additional time will be needed. If not notified, a $10/week extension charge may be assessed. Pickups can also be scheduled for the same date that consoles are being emptied to avoid extension charges. 

2. Shredding Consoles 

Shredding consoles are secure (locked) bins that remain on-site. Console dimensions are 19”w x 17”d x 35”h. The cost is $67.50 per console each time it is emptied. There is no monthly rental or service fee. Currently, there are 8 consoles in various departments and they are emptied every-other month. The frequency of servicing the consoles can be modified, however, consoles must be serviced at least once per quarter. Consoles on campus do not have to all be serviced on the same date, however, the minimum trip charge will apply. Any department may have a shredding console if needed, especially if you have highly sensitive documents. If you have a shredding console in your department, you can return the console at any time if no longer needed.

Shredding Program Bin Dimensions

Executive Console

Lockable stationary unit with canvas collection bag. 

Dimensions: 19"w x 17"d x 35" h 

Capacity: ≤125lbs 

Location/Volume based pricing.

65 Gallon Bin

Lockable wheeled bin with deposit slot 

Dimensions: 25"w x 29"d x 48" h 

Capacity: ≤245lbs 

Location/Volume based pricing.

The use of official University, school and departmental stationery communicates your message in a professional manner and helps to promote the image of the University. This stationery is produced through an outside vendor and should be ordered well before you run out. Typical delivery time is a week to 10 days.

If you have any questions or problems placing an order, please contact Kathryn Kanterman at kkanterman@rwu.edu.

To place an order for Stationery, Envelopes, and / or Business Cards, contact Antonio Farinha at Staples at antonio.farinha@staples.com

Please note: Names and personal contact information are no longer being printed on stationery. Only school or departmental information should be submitted.

The University's suppliers are a valuable resource of information on products and services.

Although the Purchasing Office should be your first resource, there will be times when it is recommended that departments speak directly with selected supplier representatives. They can often help clarify what products or services will best meet the needs of the end user.

To help end users in dealing with supplier representatives, the Purchasing Office suggests the following guidelines:

• Advise the Purchasing Office in advance. The purchasing staff can help by providing information on qualified suppliers.
• Contact more than one qualified supplier whenever possible.
• Give equal information to all suppliers, so each has an equal opportunity to make acceptable recommendations. Never give a supplier any information on budget allocations, or any information provided by a competing supplier.
• Discuss all aspects of the need. Use a life cycle approach, i.e. what happens after the department owns the goods? Using departments should consider installation, maintenance, supplies, training, repairs, etc.
• Guard against overreaction to a supplier created crisis. For instance, "The price is going up after the first of the month"; "This is the last one in stock and I can't guarantee it won't be sold" or, "I need a purchase order to insure we schedule production".
• Do not appear to agree to prices and terms. The purchasing staff needs an opportunity to negotiate a fair price.
• Do not appear to commit the University by telling a salesperson that they have the order. Only a signed purchase order can commit the University.

Never accept payments or gifts from suppliers.

Offers tendered by unsolicited telephone calls should never be considered. Such items have been found to be overpriced and of poor quality.

US Bank Access Online Login

US Bank P-card Cycle Calendar

Access Online User Documentation

Enterprise Rent-A-Car Booking

Policies & Procedures