CARD # ___________________________________
Shoprite House Accounts (SHA) – General Information
Zallies Shoprite stores do not honor a purchase order system. They use House Account Cards
(similar to credit cards with no interest). Interested departments should submit a request to include
a description of the need for the card; the intended personnel authorized to use the card, and the
employee responsible for maintaining, reporting and requesting payment for the card. The cards will
be issued to departments upon review and approval by the Contracting & Procurement Department.
Each card will have a distinct card & account number. The department will be responsible for
holding the card and distributing to their personnel as needed.
Shoprite House Accounts Policies:
1. Individual departments are responsible and liable to ensure that the University is not charged
Sales Tax. If the department is inadvertently charged sales tax, deduct the amount when
submitting the invoice for payment and attach a note or memo along with the payment check to
Shoprite.
2. The cards are not to be used for personal purchases, even with the intent of reimbursing the
University. This constitutes a misuse of the card and will result in revocation of the department’s
card.
3. The general intent for use of these cards:
 Ongoing food supplies for entertainment (coffee supplies; reception area items) for offices
that are authorized to provide such amenities.
 Lab supplies that involve food supplies (example: sugar for experiments, etc.)
 Event food purchases (receptions; committee interviews)
4. The cards are not be used to purchase:
 Miscellaneous items such as tools, office supplies, and other items that may be available at
the store but can be purchased through the regular purchase order system from other
vendors;
 Hazardous materials;
 Alcohol or any other items not permissible for purchase with University funds
5. All purchases for food for entertainment purposes will require an Entertainment Form.
6. All requests for payment submitted to Accounts Payable will require a Transaction Log.
7. The University, in its sole discretion, reserves the right to terminate the Shoprite House Account
card at any time. Misuse of the card (use not in accordance with University policies and
procedures) could subject the cardholder/department to disciplinary action under the standard
University policy to include supervision and/or termination of SHA card privileges.
Payment:
1. Payment terms for the cards are net 30. The terms are strictly enforced by the vendor. Three
late payments (payment 45 days after purchase) within one year will result in the individual card
being revoked and possibly the revocation of the rights of all University card holders.
2. Each card will receive a monthly statement showing purchases and payments; HOWEVER, do
not wait for the monthly statement to issue payment. Card holders should issue checks twice
monthly, to ensure payment is made within the terms of the card.
3. Invoices will not be issued for individual purchases. Store receipts for purchases serve as
individual invoices.
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CARD # ___________________________________
4. Departments on campus (except SGA) are to set up Standing Orders to pay against House
account purchases. Payments will be made using the store receipts as invoices. Example:
 Three purchases made in a two week period: $14.71; $65.82; and $190.40.
o Combine receipts and send to Accounts Payable for one payment of $270.93 for
the specific card, against the Standing Order.
5. When submitting receipts to Accounts Payable for payment, food purchases for entertainment
must include an Entertainment Form.
6. If the food purchase is not for entertainment purposes (lab supplies as discussed above), no
entertainment form is necessary.
7. When submitting receipts to Accounts Payable for payment, ALL receipts must include a SHA
(Shoprite House Account) Transaction Log.
FAQ:
1. Who do you report lost cards to?
Theresa Lerro
856-627-6501 ext. 649
Theresa.Lerro@wakefern.com
It is best to notify Theresa via email so there is a paper trail (see question #2). However, you can
notify her of a lost card via phone or voice mail. Once Theresa has been notified, contact Robert
Yufer (ext. 4196) to report the lost card. Purchasing’s Main line is 856-256-4171.
2. What if I lose my card and it is outside of normal work hours (example, Saturday)?
If you lose a card notify Theresa Lerro via email immediately with a copy to Yufer@rowan.edu.
Shoprite will not charge us for any purchases made on a lost card after notification is sent. Even
if your notification is outside of normal business hours, all purchases made after the date and
time of the notification will not be Rowan’s responsibility. However, any purchases made prior
to the time of notification will be the responsibility of Rowan.
3. What if I am charged sales tax?
Deduct the sales tax from the invoices being paid. Include a note or memo explaining the
deduction to be attached to the payment check.
4. Do we need to submit a list of approved purchasers for the card?
No. Zallies will not keep a list of employees or students. The individual card holders and
departments are responsible for holding and distributing the cards as needed.
5. Do we need to bring in a purchase order when we go to shop?
The Front End Manager can sign off on a purchase order if your internal process requires this
(SGA), but a purchase order is not necessary for the purchase, the card alone is sufficient.
6. Can we use the card at any Shoprite?
The cards can be used at any Zallies ShopRite stores.
I have read and will adhere to the policies:
On behalf of:
(Department)
Date:
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