The policies and procedures on this page apply to Wharton undergraduate student organizations. Policy violations will be addressed through a student-group accountability process beginning with a conversation between organization leaders and Division staff. Failure to follow policies can result in freezing of Wharton Council and non-Wharton Council funds for 3 months to a full semester (excluding summer months). Information about the violations and resulting penalties will also be shared with Wharton Council and the Office of Student Affairs.
Many vendors that regularly work with the University of Pennsylvania are part of Penn’s Purchase Order (PO) system. If a vendor is in the system, a PO must be used for payment.
How to Request a Purchase Order
- Select a vendor from Penn’s Approved Suppliers list*.
- Request a tax-exempt quote or invoice from the vendor. **
- Submit a Purchase Order Request Form at least three days before the event.
- The Undergraduate Division will process the request and issue a PO number.
- Share the PO number with the vendor and remind them to send the final invoice to Accounts Payable.
Note: All branded items and apparel must be purchased from these approved suppliers.
Additional Guidelines
- Meal Limits for Student Organizations:
- $35 per person for breakfast/lunch
- $55 per person for dinner (Includes tax, tip, and delivery)
- Reimbursements: Purchases $250 or less can be reimbursed via the Concur system, but tax is generally not reimbursed.
* Campus Copy is on the PO system, but you should instead provide the code—192—directly to a Campus Copy representative. When picking up the order, Campus Copy will give you a yellow receipt; write the club name and your name on the receipt, take a picture, and send it to ug-finance@wharton.upenn.edu and copy isaglass@wharton.upenn.edu and your treasurer.
** Penn is tax-exempt when using a PO. If a vendor requests a copy of the tax exemption certificate, email UG-Finance with the vendor’s name, address, contact name, and email.