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Purchasing Goods and Services for Your Organization

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

View the College's P-card policies.

Download the P-card procedures for Student Accounts.

Purchases under $5,000

Requisitions under $1,000 (Prepay Orders)

  • Deadline to submit to the Student Life Office is four weeks prior to needing to receive the goods or services.
  • A check will be issued before receiving the goods or services.

Requisitions under $1,000 (Regular Orders)

  • Deadline to submit to the Student Life Office is two weeks prior to needing to receive the goods or services.
  • A check will be issued after the goods or services are received and after an invoice has been submitted by the vendor.
Procedure
  1. Fill out the requisition form.
    • Include the specific details of the purchase.
    • Indicate the date you need the goods or services.
    • Indicate the exact location you would like the goods or services to be delivered to.
    • Attach a quote/proforma invoice to the requisition form.
  2. Have the President or Treasurer of your organization sign the requisition, and have the faculty advisor initial the requisition.
  3. Send the requisition with the invoice to the Office of Student Life.
  4. The Office of Student Life staff will input the requisition and will send you a copy of the requisition with the assigned requisition number.
  5. It is your responsibility to follow up with the Office of Student Life to ensure that your requisition has received the College's approval and is assigned a purchase order number.

Purchases over $5,000

Bid Orders

  • Deadline to submit to the Student Life Office is four weeks prior to needing to receive the goods or services.
Procedure
  1. Fill out the requisition form.
    • Include the speific details of the purchase.
    • Indicate the date you need the goods or services.
    • Indicate the exact location you would like the goods or services to be delivered to.
    • Attach a quote/proforma invoice (from one vendor) to the requisition form.
    • Attach a listing of the names and contact information of four vendors for purchases under $5,000 and six vendors for purchases over $5,000, but less than $25,000.
  2. Have the President or Treasurer of your organization sign the requisition, and have the faculty advisor initial the requisition.
  3. Send the requisition with the invoice to the Office of Student Life.
  4. The Office of Student Life staff will input the requisition and will send you a copy of the requisition with the assigned requisition number.
  5. It is your responsibility to follow up with the Office of Student Life 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 Contract for Professional, Personal, Consulting and Social Services.

 A few tips for contracts under $5,000

  • The contract must be filled out completely and must be submitted the Finance Office prior to the performance.
  • The contract must be initialed by the student organization's 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 the Office of Student Life for additional approvals and routing.

Access a list of all forms related to professional service contacts.