Purchase Order

Examples of when you should submit a Purchase Order request include (but are not limited to):  

• Office supplies
• Decorations/costumes/supplies for an event  
• Subscription for a continuous service  
• Marketing materials

• Name of the Student Organization
• Student Organization contact information
• Vendor name
• Vendor's W-9
• Items to be purchased (price, quantity, description, etc.)
• Total cost (including item cost, shipping cost, and any other applicable cost)
• Program type
• Sub-code
• Date items are needed by

Once you have collected all the required information, presidents and treasurers of student orgs who have completed the SPEND Training can access the SORC Finance Spend Request Form via the Documents section of the SORC Finance TerpLink page.

• Upon successful completion and submission of this form, your group will be emailed a PO within fourteen (14) days. 
  • Purchase Orders over $5000 require an extended process taking at least 30 days. These are not easily approved and require a separate bidding process.

• Submit your PO request with at least 10 business days notice to ensure SORC Finance’s processing time, shipping times, and any unexpected delays.
• Purchase Orders over $5000 require an extended process taking at least 30 days. These are not easily approved and require a separate bidding process.
• It is the responsibility of the student organization to ensure that the vendor accepts PO as a form of payment.
• Purchase orders are tax-exempt.  

• The PO emailed to your group must be taken to the vendor and will serve as your payment.
• The vendor will provide the goods to your organization, and you should ensure that they are in good condition and match what was ordered.
• Make sure your vendor sends an invoice to the Accounts Payable department and they will be mailed a check from the State of Maryland forty two (42) business days after the Accounts Payable Office receives the invoice.

• The vendor must EMAIL the final invoice to Accounts Payable (apadmin@umd.edu), and copy SORC Finance (sorcfinance@umd.edu).
• Your vendor will not receive payment until Accounts Payable has received an official invoice.

  • ​​​​​​​See invoice specifications in the tab below

     

     

• Requirements:
  • The word “Invoice”
  • The vendor’s name and remittance address for payment
  • The name and address on the invoice must match the address on the W-9 or they will be rejected by the university’s Accounts Payable Office delaying payment to the vendor
  • The date the invoice was generated
  • The University of Maryland as the “Bill to” address, using Accounts Payable’s address, as shown on the sample invoice below
  • The PO number
  • The PO must be included with the invoice
  • A breakdown of items purchased or services rendered with unit and cost
  • A total cost
• Sample invoice
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