Billing and Payments

• Certified or Company Checks made payable to Rutgers, The State University of New Jersey. Please include your six-digit reservation number on the check.
• All major credit cards are accepted via our online portals.
• Wire Transfers (advanced approval from ECS required)
• Purchase Orders (advanced approval from ECS required)
• Cash, personal checks, and money orders are not accepted.

To pay by check, please send payment to:

Events & Conference Services
Paul Robeson Campus Center
350 Dr. Martin Luther King Jr. Blvd
Newark, NJ 07102

Please Note: 

Events & Conference Services does not have a profile with any online invoicing service such as bill.com. Payments made through these services must be verified before submission to ensure that payment will be correctly routed. Pre-loaded or pre-defined "Rutgers" profiles are not connected with our office. Payment sent to one of these profiles will be rejected and not considered proper payment for ECS services.

A non-refundable deposit of $350 (or the full room cost if less) is required for all external reservations.

• Deposits are due within three business days of receiving your initial quote.

Events must be paid in-full prior to the first booking date on your reservation, unless otherwise approved in advance. Please refer to your reservations agreement contract for exact payment dates.

Deposits are due within three business days of receiving your initial quote.

A copy of your final invoice will be sent to you within 2 business days of the conclusion of your event. Remaining balances are due upon receipt.

To request a copy of your final bill, please contact your assigned salesperson or email our office at events@newark.rutgers.edu. Be sure to reference your six-digit reservation number in your email's subject line.

All departments must pay via an Internal Purchase Order (IPO) based Requisition through Sci-Quest (Marketplace). IPO-based Requisitions are not approved in Marketplace by ECS until the event is ready to be confirmed and there are no more changes.

• In Marketplace, use IPO Event & Conference Services (#363) and Account Code 74111.

IPO-based requisitions must be generated at least two weeks prior to the first booking date.

Final invoices are processed in Marketplace within 10 business days after the event. A copy of your final invoice will be sent to you within 2 business days of the conclusion of your event. Remaining balances are due upon receipt.

If charges exceed the 5% tolerance in Marketplace, a change-order will need to be submitted to increase the IPO amount.

To request a copy of your invoice, please contact your assigned salesperson or email our office at events@newark.rutgers.edu. Be sure to reference your six-digit reservation number in your email's subject line.

Student Organizations must submit a purchase request through RaiderLink. Student Accounting will then submit an Internal Purchase Order (IPO) based Requisition in Marketplace on your behalf.

A copy of your purchase request must be sent to ECS. Events will not be confirmed without verification that a purchase request has been submitted.

Purchase requests must be submitted at least 15 days before the event. Events will not be confirmed without a purchase request.

Final invoices are processed in Marketplace within 10 business days after the event. A copy of your final invoice will be sent to you within 2 business days of the conclusion of your event. Remaining balances are due upon receipt.

If charges exceed the 5% tolerance in Marketplace, a change-order will need to be submitted to increase the IPO amount. Please contact Student Accounting for assistance.

To request a copy of your invoice, please contact your assigned salesperson or email our office at events@newark.rutgers.edu. Be sure to reference your six-digit reservation number in your email's subject line.

• Bookings must be cancelled at least 7 days in advance. 
• Events canceled fewer than three days in advance may additionally be considered a no-show.

• Events cancelled or rescheduled at least seven calendar days prior to the first booking date
• Changes in booking that move an event to a space with a lower fee (if made at least seven days in advance)
• Unused damage deposits
• Non-functioning equipment requested by the event group

• Events cancelled or rescheduled six calendar days or fewer before the event
• "No-show" events (Events where the client does not arrive or fails to formally cancel the reservation)
• The non-refundable room deposit
• Equipment requested by the event group but ultimately not used
• Events shut down due to client negligence (e.g., occupancy, alcohol, or fire code violations)
• Third-party services that cannot be cancelled with the vendor

• For Departments & Student Organizations, refunds will be applied prior to invoicing your event in Marketplace
• For External Clients, refunds may be returned using the original payment method or clients may choose to have a credit applied to their next reservation
• Credit card payments are returned to the same card
• Payments made by check are issued through Rutgers Procurement. In order to receive a refund, external clients must be registered as a supplier in Rutgers' supplier portal PaymentWorks

Please speak with your Salesperson for additional information and guidance.