Purchase Requests

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

• Office supplies
• Decorations/costumes/supplies for an event  
• Marketing materials
• Organizational membership payments or dues
• Food or catering (when using SGR)

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

When making a card purchase, SORC Finance utilizes a University procurement card to make a purchase from a vendor.  The vendor is paid as they would be with any credit card purchase.  A purchase order is a promissory document to an individual/vendor that they will receive payment from the State of Maryland within thirty (30) days of receiving proof (an invoice) that the items/goods were received.  A vendor will receive payment via check unless they have signed up for direct deposit with the state of Maryland.

In general, a card purchase is more straightforward.  However, a vendor must accept cards, and there are certain restrictions that prevent a UMD card from being used to make a purchase.  Common reasons a card purchase cannot be used include:

• A single purchase exceeds $4,999.99; a purchase from a single vendor cannot be split for the purpose of avoiding the purchasing limit.
• The vendor has a merchant code that is blocked by the state procurement card program (e.g. travel, entertainment, restaurants, personal services).
• The purchase requires an agreement to a set of terms and conditions..
• The vendor requests payment via a peer-to-peer cash transfer app (e.g. Venmo, CashApp, Zelle)

If a card purchase cannot be used, a purchase order will be necessary to pay the vendor.   Full information about registered a vendor and submitting and invoice to be paid after the PO is received can be found in SORC Finance's vendor packet.

Regardless of funding source (SGA or SGR), purchases requested through SORC Finance are subject to UMD and the State of Maryland's purchasing requirements.  This means:

• Suppliers must accept UMD's purchasing terms, including a Net30 payment timeline for Purchase Orders
• Suppliers must honor UMD's tax exemption
• All purchases must be approved in advance.  A purchase request cannot be used to pay for items that have already been received or a registration for an event that has already occurred.
• Requests associated with travel, even if they are not a direct travel expense, must be paid according to the University's travel policies, and organizations should submit a Travel Request, not a Purchase request to SORC Finance.
• Request for physical items must comply with SORC Finance's inventory control policy.
• Request over $5,000 cannot be paid via card and may require additional processing time due to approvals required by UMD Procurement.
• Requests over $25,000 cannot be made via a standard purchase order.  Organizations should reach out to SORC Finance about such requests with as much notice as possible, but minimally 45 days in advance.

Certain types of purchases are prohibited:

• Alcohol/Marijuana
• Tobacco products  
• Gift cards  
• Donations to charitable organizations  
• Hazardous materials
• Regulated materials
• Payment of fees or fines
   

Additionally, certain types of purchases are subject to additional restrictions and may require extra time to be processed by SORC Finance if they are approved:

• Computers and any device that stores data
• Subscription services
• Furniture
• Food purchases
• Purchases that require agreement to a set of terms and conditions, including clickthrough agreements

Full details about these types of purchases can be found in the SORC Finance Manual.

• 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 thirty 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:

Invoice: We Love Student Groups, Inc.

Vendor Information:

• Address: 100 Terpin Express Way, College Park, MD 20742
• Phone: 123-456-7890

Invoice Details:

• Invoice Date: 7/28/2023
• Invoice Number: 1000-2000-3000
• PO Number: # 123456

Bill To:

• Organization: University of Maryland College Park
• Department: Accounts Payable Department
• Location: Chesapeake Building, Room 3101, College Park, MD 20742
• Phone: 301-405-2640

Totals:

• Subtotal: $220.00
• Shipping: $5.00
• Total: $225.00