Purchase Orders, Terms & Conditions

All acquisitions of materials and/or services require a Purchase Order. No exceptions. The Purchasing Department assigns a 9 digit alpha-numeric Purchase Order Number (P.O. Number) to all orders (See Diagram). This Order, when properly signed by an authorized representative of the Santa Monica Community College District (SMC), is the only authorization which will be recognized by SMC for charges to its account and to authorize you to ship merchandise to SMC. Suppliers are required to conduct their business directly with the Purchasing Department. Please see our Purchase Order Terms & Conditions page for more information.

The assigned P.O. Number must appear on all packages and invoices. This is essential for the proper identification of all shipments and for prompt payment of invoices.

Purchase Order Header Diagram

Labeled P.O. header

  1. Purchase Order Number - P.O. Number that should be referenced on all invoices and packing slips.
  2. Due Date- Date the order needs to be delivered by.
  3. Buyer - Purchasing Department representative of Santa Monica College authorized to issue and make changes to the order.
  4. Ship Via- Method of shipment.
  5. FOB- (Shipping Terms)
  6. Buyer Phone​​ Number- Telephone Number where you can reach the Buyer that authorized the order.
  7. PO Terms - Payment Terms.
  8. Ship To - Warehouse/Receiving location where items should be shipped.
  9. Fiscal Year- Our fiscal year term runs from July 1 - June 30th.

Shipment & Delivery Information

All shipments are to be addressed exactly as shown on the Purchase Order (See Section 8, on Diagram). Each shipment must have a packing slip affixed to the outside of the package and must also include the P.O. Number and contents of the shipment. Shipments without this information may be refused.

Invoices

Please submit invoices in duplicate (if by snail mail) directly to our Accounts Payable Department and include our P.O. Number on all copies. Failure to include the P.O. Number on your invoice may result in delay of payment.

In order to receive a timely payment of invoices, a proper and acceptable invoice must contain the following:

  1. Reference the P.O. Number and line item Number
  2. Vendor Number from Purchase Order.
  3. Contract Number (If applicable)
  4. Federal Tax ID

Santa Monica College
Attention: Accounts Payable
1900 Pico Boulevard
Santa Monica, CA 90405-1628

-OR-

Submit invoice by email: accountspayable@smc.edu
Accounts Payable Telephone: 310-434-4283
Accounts Payable Fax: 310-434-3607

A/P TechP.O./Vendor/Other Alpha AssignmentsExt.Email
Chris Tigner*B, C, Q, & W
Financial Aid, Coordinate Financial Aid Runs including Voucher Filing, SMC Bookstore, Xerox, AC College, Finanacial Aid Student Paybacks & Tuition refund Cancellations, Assist 1099 Tax Filing, Financial Aid distribution, Warrant Replacements Financial Aid Student only, Other duties as Assigned, Aging Report
x4286 Tigner_Christine@smc.edu
Estela Cardenas*T, U, X, Y, & Z
Architect and Engineering Contracts, Construction Contracts, Attorneys, Conference / Travel reimbursements, Conference forms / Registration pre-payments, Enter New Vendors, 1099 Tax Filing, AMEX BTA Account and Corporate accounts, Logging 1099 Payments, Other Duties as Assigned, Aging Report
x4368 Cardenas_Estela@smc.edu
Karen Glusman*I, J, K, & L
Mail Distribution, Warrant Signing & Distribution, Answer A/P Main Phone Line, AP E-mail invoice distribution, Warrant Replacements - Non FA Student Payments Only, Financial Aid Loan Payments & Input, Direct Pay log, Health and Welfare Employee and Early Retiree Payments & Log, Student Stipend & Grant payments & Log, Childcare, Manual 10day tuition refunds, Care/Alt loan payment posting, Other Duties as Assigned, Aging Report
x4284 Glusman_Karen@smc.edu
Tonya Tyus*​​M, N, O, & P
SMC District Consulting Contracts (M-Z), Utilities, Board Agenda Items, Alternative Transportation Input & Logging, Back-up Direct Pay Logging, (D Log only), back up W9 Spreadsheet, Revolving Fund Reimbursements & Deposits & Update log, Coordinate Tuition Refund Runs including voucher filing, City of SM Court monthly payments, Continuing Education Contracts & Refunds, Other Duties as Assigned, Aging Report
x4479 Tyus_Tonya@smc.edu
Tony Mendoza*G, H, R, V, & S (SMC Only)
SMC District Consulting Contracts (A-L), OfficeMax, Vendor Maintenance, backup AP E-mail invoice distribution, Other Duties as Assigned, Aging Report
x4535 Mendoza_Antonio@smc.edu
Jessica Chan*A, D, E, F, S (NON-Santa Monica College)
KCRW monthly rentals, Professional Development Reimbursements, Santa Monica Airport (Arts Complex & Lear Bldg) Rentals, Madison Site & Emeritus Rentals, Payroll Reissue, City of SM Court Monthly Payments, Mileage/Interview Reimbursements, Certificates of Participation, (COP)(twice yearly), SMC Pool Payments (quarterly), Other Duties as Assigned, Aging Report
x4285 Chan_Jessica_K@smc.edu
Cristina Hamblet (Manager)Revolving checks, ​Sales Tax, Update, Update W9 Spreadsheet, Distribute Stale Dated Reissuances, Backup Vendor Maintenance / New Vendors, Aging Report Analysisx4601 Hamblet_Cristina@smc.edu