What is a purchase order (PO)?
A Purchase Order (PO) is a payment agreement between a buyer and a vendor (person who is supplying the goods/services). With PO's you do not need to exchange cash up front. You simply determine with the vendor exactly what you want to purchase (complete descriptions are necessary) and how much the order will be. The vendor will require a PO number (either by verbal communication or by a paper copy of the actual PO). Once the vendor receives this number, they should include it on their invoice and send it to the Boston College Purchasing Department for payment.
How long does a PO take to process?
A PO number is ready in 7-10 business days. A printed PO takes an extra 2-3 working days for process and mailing time.
Can I have a record of the PO number?
The Student Affairs Business Service Center (SABSC) will scan a PO confirmation copy of the documentation submitted to the club MyFiles folder. The club treasurer will also be notified by e-mail when the PO is available.
What is a Payment Request Form?
A Payment Request Form is used most often in the case of reimbursement. A person who has spent his or her own money must request a receipt for the purchased items, then submit the original receipt with a Payment Request Form and an Expense Report Form to the SABSC. A check is then cut at More Hall. Accounts Payable will send an email notification to the Payee when the check is ready for pick up at Accounts Payable. Payment Request Forms can also be used when a check is needed in payment for services rendered (e.g., a DJ for a dance or a vendor who does not accept PO's).
Outside vendors checks will be mailed by Accounts Payable.
How do I attach my receipts to Payment Request Forms?
Original receipts should be separated by category and taped to a separate, blank, 8.5 x 11 sheet of paper. If you have more than one receipt to attach, space the receipts apart and make sure the total amount requested equals your total receipt amount. Write the payee's name and total amount at the bottom right hand corner of the sheet of paper and circle it.
How long does a Payment Request Form take to process?
It takes 7-10 business days for a Payment Request Form to be processed through the University system. The mailing time for checks must also be considered when planning for an expense. It will save time if you have the check mailed directly to the vendor/payee.
How do I know when a Payment Request Form is complete?
You will be notified by Accounts Payable when a check is ready to be picked up. You will also receive an electronic copy of a completed Payment Request Form in your club MyFiles folder within 7-10 business days. You can also contact the SABSC in 21 Campanella Way, Suite 251. [Also see "How do I contact the SABSC?"] below.
You will be notified by e-mail if a request is rejected.
Miscellaneous
How do I find out the chartstring?
Please have your club treasurer contact the SABSC or send an e-mail to club.budget@bc.edu.
What if our treasurer quits?
All new treasurers must make an appointment with the SABSC for training. If you have trouble replacing your treasurer, please see your SPO/ODSD advisor. Remember, a treasurer's signature must appear on all transactions.
Whom do I contact if I have a question about my funding allocation?
Visit the Student Organization Funding Committee (SOFC) webpage at www.bc.edu/sofc; email SOFC at sofc@bc.edu; call SOFC at 617-552-1763 or stop by SOFC during office hours at 21 Campanella Way Room 254T.
Who can meet with the SABSC staff?
The club treasurer must be present when meeting with any SABSC staff member.
How do I contact the SABSC? How can I learn more? How can I give feedback and suggestions?
Email the SABSC at club.budget@bc.edu if you are a student or sabsc@bc.edu if you are staff member or external; schedule an appointment at 617-552-1586; or stop by the SABSC, 21 Campanella Way, Suite 251, during walk-in hours to see or speak with a SABSC representative.