{"id":960,"date":"2015-02-26T19:24:05","date_gmt":"2015-02-26T19:24:05","guid":{"rendered":"https:\/\/www.vanderbilt.edu\/studentorgs\/?page_id=960"},"modified":"2025-08-13T14:38:54","modified_gmt":"2025-08-13T19:38:54","slug":"purchase_requests","status":"publish","type":"page","link":"https:\/\/www.vanderbilt.edu\/studentorgs\/finances\/purchase_requests\/","title":{"rendered":"Student Org Purchase Requests"},"content":{"rendered":"<p>Student Organizations are able to make purchases a variety of ways.\u00a0 If your organization is affiliated with an office on campus, please contact that office directly for assistance with purchasing.\u00a0 <strong>All Purchase Requests require advance approval from the organization\u2019s adviser.<\/strong><\/p>\n<h2>Requesting Adviser Approval<\/h2>\n<p>Student Leaders seeking to spend funds or get reimbursed must first get approval in writing from their organization adviser.\u00a0 Students must provide advisers with answers to the following questions:<\/p>\n<ul>\n<li>Organization:<\/li>\n<li>Organization\u2019s Task Number:\n<ul>\n<li>Task Number is also called External Account ID in your Organization&#8217;s Anchor Link Account.<\/li>\n<\/ul>\n<\/li>\n<li>Reason for Purchase:<\/li>\n<li>Vendor Name(s):<\/li>\n<li>Estimated Cost:<\/li>\n<li>Student Organization Funds Provided:<\/li>\n<li>Funds Available in Org Account (<u><a href=\"https:\/\/www.vanderbilt.edu\/anchorlink\/student-organization-leader\/finance\/\" target=\"_blank\" rel=\"noopener\">How to check for funds<\/a>)<\/u>:<\/li>\n<li>Form of Payment Requested\n<ul>\n<li>In person (P-Card to be Checked Out)<\/li>\n<li>Online Purchase<\/li>\n<li>Merchandise and apparel order (Purchase Requisition for University approved supplier)<\/li>\n<li>Reimbursement for items purchased<\/li>\n<\/ul>\n<\/li>\n<li>Requested Date to Check Out P-Card or receive purchased items:<\/li>\n<li>If traveling outside of the Greater Nashville area, provide dates, location, and persons traveling (<a href=\"https:\/\/www.vanderbilt.edu\/studentorgs\/manage-your-org\/student-organization-travel-policies\/\">Travel Policy<\/a>):<\/li>\n<\/ul>\n<p>Once the org adviser receives this information, and approves this request in writing, upload the email thread to the Purchase Request Form.<\/p>\n<h2>Your COA\/POET String<\/h2>\n<p>Every student organization has a COA\/POET String that is used for purchasing purposes.\u00a0 Student leaders should keep these in their records for their reference.\u00a0 Please note that the &#8220;xxxx&#8221; represents the type of expense used in Oracle.\u00a0 Student Leaders should used their respective COA\/POET string when completing <a href=\"https:\/\/www.vanderbilt.edu\/studentorgs\/finances\/how-to-complete-reimbursement\/\" target=\"_blank\" rel=\"noopener\">reimbursement<\/a>.\u00a0 Student leaders should also know their RSO&#8217;s <a href=\"https:\/\/www.vanderbilt.edu\/anchorlink\/locating-your-task-number\/\" target=\"_blank\" rel=\"noopener\">task number<\/a> in order to complete their Purchase Request.<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-3475\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161502\/RSO-COA-POET-String.png\" alt=\"\" width=\"423\" height=\"287\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161502\/RSO-COA-POET-String.png 423w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161502\/RSO-COA-POET-String-300x204.png 300w\" sizes=\"(max-width: 423px) 100vw, 423px\" \/><\/td>\n<td style=\"width: 50%\"><a href=\"https:\/\/www.vanderbilt.edu\/studentorgs\/finances\/purchase_requests\/attachment\/greek-coa-poet-string\/\" rel=\"attachment wp-att-3474\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-3474\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161501\/Greek-COA-POET-String.png\" alt=\"\" width=\"396\" height=\"288\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161501\/Greek-COA-POET-String.png 396w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/127\/2015\/02\/21161501\/Greek-COA-POET-String-300x218.png 300w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/a><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">\n<h3 style=\"text-align: center\"><strong>COA String for Student Orgs: 300.10.30500.xxxx.071.000<\/strong><\/h3>\n<\/td>\n<td style=\"width: 50%\">\n<h3 style=\"text-align: center\"><strong>COA String for Greek Orgs: 300.10.30400.xxxx.061.000<\/strong><\/h3>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>How To Purchase Items<\/h2>\n<p>If you would like to purchase items for your student organization there are several options:<\/p>\n<ol>\n<li><strong>In person<\/strong> purchases are completed by requesting a P-Card.\u00a0 It is required this request be submitted at least two weeks in advance.\u00a0 A P-card is a credit card issued by 91³Ô¹ÏÍø for the purpose of making purchases for Student Organizations.\u00a0 Most undergraduate student organizations will be asked to pick up a P-card in Sarratt 207, though some may have processes that include picking up cards at other locations. <strong>This card is to be used for local, in-person purchases only and cannot to be used for online purchases.<\/strong><\/li>\n<li><strong>On-line<\/strong> <strong>Purchases<\/strong> <span class=\"ui-provider fy b c d e f g h i j k l m n o p q r s t u v w x y z ab ac ae af ag ah ai aj ak\" dir=\"ltr\">will be made by a staff member on your behalf. Please submit this request 2 weeks before the payment is needed. These purchases <\/span>can be requested by completing the <a href=\"https:\/\/anchorlink.vanderbilt.edu\/submitter\/form\/start\/689967\" target=\"_blank\" rel=\"noopener\">Purchase Request Form<\/a> .<\/li>\n<li><strong>Merchandise and Apparel<\/strong> orders should be placed four weeks before the items are needed. More information can be found <a href=\"https:\/\/www.vanderbilt.edu\/communications\/trademark-licensing\/internal-merchandise-and-apparel-orders.php\" target=\"_blank\" rel=\"noopener\">here<\/a>.<\/li>\n<li><strong>Payment to service providers<\/strong>\u00a0can be requested by completing the <a href=\"https:\/\/anchorlink.vanderbilt.edu\/submitter\/form\/start\/689967\" target=\"_blank\" rel=\"noopener\">Purchase Request Form<\/a> two weeks in advance. New suppliers will receive an email with instructions on how to register as a supplier at 91³Ô¹ÏÍø.\n<ol style=\"list-style-type: lower-alpha\">\n<li>For more information about Professional Services (Contracts, Conflict of Interest Statements, etc.) please visit the <a href=\"https:\/\/finance.vanderbilt.edu\/\/purchasingandpaymentservices\/purchasingservices\/\">Purchasing Services website<\/a>.<\/li>\n<\/ol>\n<\/li>\n<li>With pre-approval from your organization\u2019s Adviser, you can submit an expense for reimbursement by using Oracle. This applies to purchases that are made by using personal funds.<\/li>\n<\/ol>\n<p>After securing your Adviser\u2019s approval you can begin the process by completing the\u00a0<a href=\"https:\/\/anchorlink.vanderbilt.edu\/submitter\/form\/start\/689967\" target=\"_blank\" rel=\"noopener\">Purchase Request Form<\/a>.<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Student Organizations are able to make purchases a variety of ways.\u00a0 If your organization is affiliated with an office on campus, please contact that office directly for assistance with purchasing.\u00a0 All Purchase Requests require advance approval from the organization\u2019s adviser. Requesting Adviser Approval Student Leaders seeking to spend funds or get reimbursed must first get&#8230;<\/p>\n","protected":false},"author":399,"featured_media":0,"parent":920,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_links_to":"","_links_to_target":""},"tags":[],"_links":{"self":[{"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/pages\/960"}],"collection":[{"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/users\/399"}],"replies":[{"embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/comments?post=960"}],"version-history":[{"count":88,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/pages\/960\/revisions"}],"predecessor-version":[{"id":3838,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/pages\/960\/revisions\/3838"}],"up":[{"embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/pages\/920"}],"wp:attachment":[{"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/media?parent=960"}],"wp:term":[{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentorgs\/wp-json\/wp\/v2\/tags?post=960"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}