HOW TO SUBMIT A PO REQUEST


When do I submit a PO request?

Whenever your organization places an order with a vendor who has agreed to the State of Maryland’s 6-8 week payment terms and has provided an itemized, tax-exempt invoice for the transaction.


Process

(click on any image to enlarge it)

1. Access your organization’s financials by clicking the “Treasury” option in the navigation menu of your organization’s OrgSync portal.

 

2. Access your organization’s budgets by clicking the “Manage Budgets” button on the Treasury web page.

 

3. Click on the name of the budget from which you would like to draw your expenditure. Please note, only active budgets can be used for payments.

 

4. Click on the line item of the budget from which you would like to draw your expenditure.

 

5. Click the request payment button on the Line Item Detail page.

 

6. Enter a descriptive name for the transaction in the “Name” field under “Payment Request Details”. This name is to ensure the readability of your future OrgSync ledger. Please note, a generic name, such as “Party” or “Speaker Event”, will not be accepted.

 

7. Select “Purchase Order” from the “Payment Type” drop-down menu.

 

8. Fill in the “Name of event or initiative”, “Date and time of event”, “Location”, and “Number of people attending” fields as accurately as possible.

 

9. Fill the “Description of items or services to be purchased” field. Be sure to include a specific description of what items or services are being purchased, what event the purchase is to be contributed toward, and how the purchase will benefit the event. Please note, a generic description, such as “Food for Party” or “Decorations for Speaker Event”, will not be accepted.

 

10. Select a Category of Payment that is most appropriate for your expenditure. Most transactions will be a “Payment to vendor and/or company”. Only Premier Organizations may submit requests for stipends.

 

11. Fill in the “Amount of Expenditure”, “Make check payable to: (Vendor Name)”, “Address of Payee”, and “Vendor Federal ID number or SS” fields.  Please note, requests with amounts, vendor names, addresses that do not reflect the information on the provided invoice will not be accepted.

 

12. Enter the amount to be paid in the “Request Budget Payment” payment slot. Do not place any funds in the “Request Revenue Fund Payment” payment slot. If your organization wishes to make a purchase from their Revenue Account, please see these instructions on submitting a revenue fund payment request. If you elect to pay for your request from a combination of the two accounts, submit one request through your allocation account and another through your revenue account using the above linked instructions for their respective amounts and make a note in the comments section on each request that it is being submitted in conjunction with another request. Please note, submissions whose total request payments do not match with the balance of the provided invoice will not be approved.

 

13. Upload a scanned or digital version of your invoice by clicking the “Upload” button and selecting the document(s) from the dialog window. Document submitted must be a “final invoice”; “quotes” cannot be accepted. Please note, PO requests submitted without an attached invoice will not be accepted. Additionally, contracts submitted for purchase orders MAY NOT be signed by a student representative. If you need access to a scanner for your documentation, the CSI office has one available for club use.

 

14. Enter any miscellaneous comments you feel are necessary for the transaction into the “Comments” field.

 

15. Click the “Submit” button once you are done. The submission will be sent to the CSI Front Desk staff, who will verify the form’s completeness. Once the form is verified as complete, it will be sent to your organization’s advisor of record for approval. Once approved by your advisor, the form will be sent to the Coordinator of Student Activities, Director of CSI Operations and Finance, and Executive Director of Student Development for approval. Once fully approved, you will receive an email notifying you of your final approval.

 


If you have any problems using the OrgSync financial tools or any questions regarding the Center for Student Involvement's student organization funding policies and procedures, please contact studentorgs@ubalt.edu.

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2017-18 Funding Requests
The deadline to request a budget from Allocations Board for 2017-18 is May 25 at noon! Training (which is required before submitting a request) is to be completed online this year. Click to access the training now or get info about the training.

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