Purchase Orders for Enrollment

If a company or a government agency is paying for tuition and fees on behalf of a student or students, a Purchase Order or Financial Guarantee Letter is required. A purchase order or financial guarantee letter authorizes UCLA Extension to complete your enrollment and send an invoice to the issuing company/agency for payment.

Purchase Order versus Financial Guarantee Letter

A purchase order lists specific course sections for enrollment and their corresponding fees whereas a financial guarantee letter does not. Instead, a financial guarantee letter typically indicates a commitment on behalf of the company/agency to pay up to a specific amount for fees incurred by the student. The table below highlights the key differences between the two.

	Purchase Order	Financial Guarantee
Issued by	company/agency accounting or purchasing software	person authorized to incur expenses on behalf of the company/agency
Enrollment restrictions	authorizes enrollment in specific course section(s) only	authorizes enrollment in any course section(s) up to a specified dollar limit
Course transfers	not allowed	allowed
Term of coverage	one per academic quarter	may cover multiple quarters
Payment terms	due within 30 days of invoice issuance	due within 30 days of invoice issuance

 

Purchase Order/Financial Guarantee Requirements

Purchase orders and financial guarantee letters must be submitted as a PDF on official company/agency letterhead and contain the following information:

• Company/agency name, mailing address, and phone number
• Company/agency e-mail address where UCLA Extension should send the invoice 
• Name, phone number, and e-mail address of contact person for payment-related questions
• Description of what the company/agency has authorized for billing (e.g., UCLA Extension course enrollment)
• Student name(s) and seven-digit UCLA Extension ID number(s) *
• The title, course registration (REG) number, and total cost of the UCLA Extension course(s) in which the student is enrolling
• Signature and printed name of authorized Company/Agency representative

*  Students who do not yet have a UCLA Extension ID number can create one using our student web portal.

Once finalized, completed purchase orders should be submitted to [e-mail]. Please allow 1 to 2 business days for your enrollment to be processed once we have received the purchase order.

Course Transfers

As indicated in the table above, course transfers are not allowed when a purchase order is used. If a student is enrolled using a purchase order and wishes to transfer to a different course, the company/agency must submit a new purchase order which reflects the new course information before the transfer can be made.

If, however, a student is enrolled using a financial guarantee letter, the issuing company/agency agrees that course transfers are allowed without prior notice or consent. If there any restrictions on allowable course transfers, these must be explicitly stated in the financial guarantee letter.

Conditions of Acceptance & Payment Terms

Purchase orders and financial guarantee letters will not be accepted if the issuing company/agency has a history of delinquent payments with UCLA Extension.

Payment is due from the company/agency upon receipt of the UCLA Extension invoice. Invoices can be paid by check, credit card, EFT, or wire transfer. Refer to the Payment Options page for more information.

See also:

• Payment Options & Instructions
• Enrollment with the California Department of Rehabilitation (DOR)

For additional information about this topic, please contact [e-mail].