internal service request (ISR)
This form is used to obtain services or items from within the University such as Dining Services/Catering, Facilities Management and Campus Reservations.
In order to process an ISR, the club President and/or Treasurer must generate it and fill it out through the STARS system
. After submitting the form for approval online, the organization President and/or Treasurer must visit the SORC office for approval and provide the appropriate supporting documentation at that time.
Purchase order (PO)
This form is used to obtain services or items from off-campus vendors that cost $5,000 or less. Essentially, a purchase order is a document which promises a vendor that the university will pay a specific amount for items or services once they have been provided to the organization. Please be sure to check with a vendor that purchase orders are an acceptable form of payment as not every vendor accepts them. Additionally, purchase orders are not acceptable to pay for vendors that need a contract such as performers, speakers and DJs.
In order to generate a PO, the club President and/or Treasurer must go to the SORC office and have it approved.
miscellaneous payment request (MPR)
This form is used to obtain a service from an off-campus vendor in situations where a purchase order would not be acceptable. For example, MPR's are used in conjunction with contracts for performers, speakers and DJs, or to pay membership dues to a national body for your organization. MPR's are different than purchase orders in that a purchase order is by itself a binding legal document whereas an MPR is used for accounting purposes, as the service agreement is executed through a vendor contract.
In order to generate an MPR, the club President and/or Treasurer must go to the SORC office and have it approved. Please note that contracts and MPR's must be filled out (and countersigned by the vendor) at least one week prior to the event, so be sure to plan in advance.
Used for hiring a performer (speaker, artist, etc.)
Both contracts require a W9 Tax Form that includes the tax ID number, vendor's address that they want the check mailed to and the legal name of the company/performer.
office max/general store purchases
This form is used to purchase office supplies with our education institution discount rate at our on-campus supplies warehouse. As the warehouse is located on campus, office supplies that are in stock usually are available within 24 hours of placing the request. An extensive catalog of items available for purchase is available at the accounts office.
In order to generate an OfficeMax purchase, the club President and/or Treasurer must go to the SORC office, have it approved and faxed over to General Stores during normal business hours.
line item transfer
Line Item Transfers provide organizations some flexibility within their budgets by allowing them to submit a request to move money from a specific line or into another line or program.
There are three types of Line Item Transfer Requests:
-Type I provides for moving funds from one program to another while keeping the same/original line item
-Type II provides for moving funds from one line to another while keeping the same/original program
-Type III provides for moving funds from one program to another program into a different line item
In order to process a Line Item Transfer request, the club President and/or Treasurer must generate it and fill it out through the STARS system
. After submitting the form for approval online, organizations should submit additional documentation to the Assistant Vice President of Financial Affairs who will then review the request. Should any additional information be required to evaluate the request, the individual who submitted the form will be contacted. Once a decision has been reached, the organization will be notified via e-mail and if approved, the funds will be available for use immediately.
Please note that all Type III Line Item Transfer requests require the approval of the Student Government Association Legislature at their weekly meetings. All Type III requests must be submitted the Monday before the meeting no later than 5:00pm in order to be reviewed that week.
Self Generated revenue
Self Generated Revenue can be used for any purchase that your group may need to make.
Here are some ways to earn SGR:
SGR can also be used to purchase items that are not funded by the Student Government Association budget allocations. Items include:
- Items that will be sold
- Motorpool expenditures for trips that involve non-UMD passengers
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