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
- Purchase Order Number - P.O. Number that should be referenced on all invoices and packing slips.
- Due Date- Date the order needs to be delivered by.
- Buyer - Purchasing Department representative of Santa Monica College authorized to issue and make changes to the order.
- Ship Via- Method of shipment.
- FOB- (Shipping Terms)
- Buyer Phone Number- Telephone Number where you can reach the Buyer that authorized the order.
- PO Terms - Payment Terms.
- Ship To - Warehouse/Receiving location where items should be shipped.
- 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.
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
Submit invoice by email: firstname.lastname@example.org
Accounts Payable Telephone: (310) 434-4283
Accounts Payable Fax: (310) 434-3607
A/P Tech Alpha Assignments Ext. Email
||*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
||*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
||*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
||*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
||*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
||*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
|Cristina Hamblet (Manager)
||Revolving checks, Sales Tax, Update, Update W9 Spreadsheet, Distribute Stale Dated Reissuances, Backup Vendor Maintenance / New Vendors, Aging Report Analysis