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Purchasing Goods and Services with an On-campus Account
*The procedures below are those set-up by the Student Life office specifically for student organizations. They should only be used by student organizations to buy goods and services with their on-campus bank accounts. Please see the college's purchasing guidelines for any additional information on purchasing.
P-card Purchases under $1,000
Link to College P-card policies
please download and read the p-card proceedures for Student Accounts
Purchases under $5,000
Deadlines (when needed in Student Life Office):
Requisitions under $1000 – Prepay Orders -- 4 weeks prior to needing the item
*Check issued before receive goods
*Check issued before receive goods
Requisitions under $1000 – Regular Orders – 2 weeks prior to needing the item
*Check issued after receive goods, and invoice.
*Check issued after receive goods, and invoice.
Procedure:
- Include the specific details of the purchase
- Indicate the date you need the item
- Indicate the exact location you would like the item to be delivered to
- Attach a quote/proforma invoice to requisition form
- Indicate the date you need the item
- Indicate the exact location you would like the item to be delivered to
- Attach a quote/proforma invoice to requisition form
2. Have the President or Treasurer sign the requisition, and the faculty advisor initial the requisition
3. Send the requisition with the invoice to the Student Life Office (Building CP11, Room 111)
4. The Administrative Assistant in Student Life will input the requisition and will send you a copy of the requisition with the assigned requisition number
*It is your responsibility to follow-up with Student Life’s Administrative Assistant to ensure that your requisition has received the college’s approval and is assigned a Purchase Order number.*
Purchases over $5,000
Deadlines (when needed in Student Life Office):
Bid Orders -- 4 weeks prior to needing the item
Procedure:
- Include the specific details of the purchase
- Indicate the date you need the item
- Indicate the exact location you would like the item to be delivered to
- Attach a quote/proforma invoice (from one vendor) to requisition form
- Attach a listing of the names and contact information of 4 vendors for purchases under $5,000 and 6 vendors for purchases over $5,000, but less than $25,000.
- Indicate the date you need the item
- Indicate the exact location you would like the item to be delivered to
- Attach a quote/proforma invoice (from one vendor) to requisition form
- Attach a listing of the names and contact information of 4 vendors for purchases under $5,000 and 6 vendors for purchases over $5,000, but less than $25,000.
2. Have the President or Treasurer sign the requisition, and the faculty advisor initial the requisition
3. Send the requisition with the invoice to the Student Life Office (Building CP11, Room 111)
4. The Administrative Assistant in Student Life will input the requisition and will send you a copy of the requisition with the assigned requisition number
*It is your responsibility to follow-up with Student Life’s Administrative Assistant to ensure that your requisition has received the college’s approval and is assigned a Purchase Order number.*
Contracting performers
Please see the College policy entitled Contract for Professional, Personal, Consulting and Social Services
A few tips for contracts under $5,000:
- Link to all contract forms.
- The Contract must be filled out completely and in the Finance Office prior to the performance.
- The Contract must be initialed by the faculty advisor
- The Contract and W-9 must be signed by the performer or artist
- The name on the contract, signature on the contract, and the name on the W-9, the signature on the W-9 and the name on the invoice MUST MATCH!
- Remember to submit the Retirement Membership Disclosure Form when contracting with individuals.
- The tax id number on the contract must match tax id number on W-9 form
- Once completed contract is received, please forward to Student Life for additional approvals and routing.
STUDENT LIFE
