Student Activity Purchase Orders

Student Activity Purchase Orders are required for purchases from all local accounts which includes student club and organization accounts, enterprise and agency accounts. These accounts most commonly begin with 334xxx, 337xxx, and 9xxxxx.

  • Purchase Orders must be obtained prior to all purchases. You may obtain the Purchase Order from the Office of Business Services, IL 139.
  • Questions regarding this process should be directed to Leslie Bellig, Office of Business Services, IL 139, extension 6263 or by email at leslie.bellig@smsu.edu

 Please follow the below process for obtaining, completing and submitting the Purchase Order:

  • Obtain a pre-numbered student activity Purchase Order from the Office of Business Services.
  • Complete the form including signatures from the authorized responsible person(s).
  • Have an authorized employee from the Office of Business Services sign the Purchase Order verifying that funds are available for the purchase.
    • This must be done after the responsible person has signed the Purchase Order and prior to giving the Purchase Order to the Vendor.
    • A Vendor should not accept an unsigned Purchase Order.
  • The PINK copy of the Purchase Order is retained by the Office of Business Services.
  • The WHITE copy of the Purchase Order should be given or mailed to the specified Vendor.
  • After the goods or services are received, an invoice must be approved for payment and delivered to the Office of Business Services for payment.
    • If invoices/receipts are obtained at the time goods or services are received they should be approved for payment by the account’s responsible person and delivered or mailed to the Office of Business Services, IL 139.
    • Invoices may be mailed from the Vendor to the Office of Business Services.
    • Business Services will send a copy the invoice to the account's responsible person to obtain the approval for payment.
    • The account's responsible person should promptly approve payment and return the invoice to the Office of Business Services for payment.
  • When the approved invoice is received by the Office of Business Services, it will be matched to the Purchase Order and payment will be processed and mailed to the Vendor.

Policy and Procedure

SMSU, MnSCU, and State of Minnesota purchasing and contracting procedures must be followed for purchases from local accounts. Please click the links below to review these policies and procedures.

Questions

Questions regarding the purchasing of goods, bidding or contracting should be referred to Barb Berkenpas, Accounts Payable and Purchasing Supervisor, at extension 6215 or by email at barb.berkenpas@smsu.edu.

Last Modified: 8/8/17 10:28 AM