Purchase Order (PO)

How to fill out a Purchasing Form
Download and print a Purchasing Form (Purchase Order/P-Card Request) here: [[Media:PURCHASING FORM (FY15).pdf|Purchasing Form - FY15]]

Part I: Purchasing Form
Students are required to submit Purchasing Forms in order to have purchase orders created for them by Campus Leadership and Activities. Purchase orders (POs) are used when placing an order for merchandise or to shop at the store. Purchase orders are legally binding agreements between the College and the vendor stating that the College will pay up to the amount shown on the face of the purchase order for the items listed on it when the invoice is submitted to the College. These forms contain all of the information that appears on the final purchase order. Once approved, they are entered into the Business Office system for processing.

TO DO:


 * Complete ALL information on the top half of this form neatly. BE SPECIFIC
 * Make sure it is signed by two of the group’s signers
 * Submit the form for approval to Campus Leadership and Activities
 * Check your student group mailbox for the approved copy that will have the Purchase Order number on it

Where can I use a PO?

When ordering from Delivery Express, make the PO out to Delivery Express - NOT to where the food is from.

Unapproved paperwork that is missing essential information or is illegible will be returned to group mailboxes.

PCard: CLA staff can utilize their PCard for approved merchandise and travel arrangements. The student signers requesting that PCard purchase are responsible for ensuring the proper receipt of goods and for turning in all related documentation (typically a sales receipt, packing slip, boarding pass, etc) in a timely fashion (48 hours from receipt of goods).

Part II: Receipt Submission
Paying the bill after you shop After the purchase has been made, Julie Rosier is responsible for accepting all purchase orders for student groups in order for a vendor to receive payment.  TO DO:


 * Complete ALL information neatly on the bottom half of this form
 * Attach the ORIGINAL receipt to this form and submit to Julie

Once received, it will be accepted and the receipt is sent to accounts payable so the vendor will be paid. If receipts are not submitted the entire P.O. amount may be deducted from your account.

Back to Student Group Signer Manual