Location and Organization of University Procurement Office
The University of Montana's Business Services - Procurement Office (UM Procurement Services) is located in Office Suite EL261 of the Emma B. Lommasson Center on the corner of University Avenue and Arthur Avenue. The mailing address is 32 Campus Drive, Missoula, Montana 59812-2304. The email is grizmart@mso.umt.edu. The office hours are Monday through Friday, 8 a.m. – 5:00 p.m. (except University holidays). Vendors are seen by appointment only during these hours.
Directions and Parking
Directions and parking including detailed campus maps.
Purchase Order Requirements
If a vendor ships products to the University of Montana without prior receipt of an authorized University purchase order or purchasing card number, The University of Montana reserves the right to reject and return any products received at the vendor's expense. Vendors who perform services for the University of Montana without prior receipt of an authorized University purchase order or purchasing credit card number jeopardize future business opportunities with the University of Montana as well as removal from the University's preferred vendors list, if applicable. At no time is the vendor authorized to ship product to or perform service at a location other than what is stated on the official University purchase order or requested at the point-of-sale by the authorized purchasing card cardholder.
Vendors are cautioned against acting on oral or written requests for supplies, equipment, or services from any department or individual unless accompanied by a specific purchase order number or purchasing card number. The University will not be responsible for orders accepted or shipped by Vendors without that required authorization. The appropriate purchase order number should appear on all correspondence to include invoices, packages, bills of lading, and packing lists.
Shipping and Delivery Instructions
The University policy for freight and product ownership is: All deliveries to the University of Montana are F.O.B. DESTINATION. By definition, this means that title (ownership), and accordingly risks of loss or damage, passes to the Buyer (University) upon receipt at designated delivery points, and/or point of service areas as determined by the UM Procurement Office.
Specific shipping and delivery instructions are found on each purchase order. Shipments are accepted between the hours of 8:00 and 4:30 p.m., Monday through Friday (except University holidays).
All Packages Must Show:
- The purchase order number.
- The department name/"attention to" name.
- Room number/location if stated on the purchase order.
Shipments that are inadequately labeled will be refused. All shipments that require special handling must be coordinated with the appropriate department in advance.
Invoices
At no time is a vendor authorized to submit a purchase order invoice directly to an individual or the ordering department. Except where stipulated otherwise on the purchase order, address all invoices to:
University of Montana
Accounts Payable
32 Campus Drive
Missoula, MT 59812-2304
or send via email to montana.invoices@trustflowds.com Invoices sent via email must meet these requirements:
a. All invoices must reference the purchase order number.
b. All invoices must be PDF attachments with scan image quality of at least 300dpi.
c. UM will accept multiple PDF attachments in a single email.
- Each invoice must be a single PDF.
- One PDF equals one invoice.
- UM will not accept multiple invoices within the same PDF attachment.
3. Do not send correspondence to bsacctpaymso.umt.edu@mso.umt.edu as any text or additional information in the email will be discarded.
Invoices that do not correspond to the purchase order's specifications, that are out of the ordinary, or require contract interpretation should be referred to the appropriate Procurement Officer in the UM Procurement Office. Vendor's can facilitate prompt, accurate payment with the following components of an "ideal" invoice:
- Vendor name in header of invoice (a match for the Purchase Order name).
- Vendor remit to address.
- PO#, Vendor invoice# and invoice date
- Payment terms matching the Purchase Order payment terms
- Sufficient itemization to know what goods / services were provided
- Billing name: University of Montana and/or name of Campus e.g. University of Montana - Western
- Billing amount
Payment Terms
Unless otherwise noted in the solicitation document, contract, or purchase order, the University is allowed 30 days to pay invoices in accordance with Montana State Law. (MCA 17-8-242). Vendors that utilize the University's electronic payment method will maintain a preferred vendor status with the University of Montana. Vendors can select from one of the following payment terms:
- Accounts Payable Direct Program (ePayables)
- NET 30
Tax-Exempt Status
The University is a tax-exempt organization and thus is not required to pay sales tax on materials, supplies, equipment, or services purchased for official use by or at the University. The University tax exempt number is 81-6001713.