Who handles Purchasing?

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2 WHAT IS PURCHASING? Purchasing is the process of how goods and services are ordered. Purchasing can usually be described as the transactional function of procurement for goods or services. 2

3 Who handles Purchasing? Purchasing will be done solely by the Student Activities Association, Inc. Business Office. All purchase request documents must be submitted in pdf format to Generally, student organizations and departments must submit a purchase request at least thirty (30) days prior to the expected date of goods and services (some requests may require additional time). Purchase Request Packet: All required documents Note: Any purchases or promises to vendors made by organizations and/or departments without the approval of the Student Activities Association, Inc. Business Office will be at the expense of that entity. 3

4 REQUIRED DOCUMENTS EXAMPLE Submit The Following Documents: Potential Additional Forms Required: 4

5 WHICH CATEGORIES REQUIRE A PURCHASE REQUEST? NOT INCLUDED: *CATEGORY 6- INSURANCE *CATEGORY 7- PRINTING/POSTAGE *CATEGORY 10- TELEPHONE *CATEGORY 11- STIPENDS *CATEGORY 12- PERSONNEL Category 1 Advertising & Promotion Category 2 Contractual Services Category 3 Equipment Category 4 Films & Film Rental Category 5 Honoraria Category 8 Rent Category 9 Repairs and Maintenance Category 13 Supplies Category 14 Travel Expense Category 15 Refreshments Note: For more information on how goods and services are categorized view our SAA Item Line Descriptor 5

6 ADVERTISING & PROMOTION Imprints of t-shirts, bottles, pens, etc. must be submitted thirty (30) business days prior to the date items are needed. Due to the nature of imprinting it is important to include account information to access art work for products. Purchase Request Packet: Quote(s) from Vendor Sample Art Work Oral Bid (This form is required when a purchase from a vendor is $ and above) 6

7 CONTRACTUAL SERVICES A contract is a written agreement between parties for goods, services, and other forms of exchange intended to be enforceable by law. An organization or department planning to acquire a professional service must submit required documentation at least 35 business days prior to the planned date of service. Contract request $20, and above must be submitted at least 45 business days prior to the planned date of service. For more information see our contractual services policy. Forms & Documents Needed: Contract Request Form Invoice Biography and/ or promotional materials (Information describing the individual(s) or business providing the service) Quote(s) from Vendor Sample Art Work Oral Bid (This form will be required for DJ s costing $ and above) 7

8 EQUIPMENT Equipment is all technological hardware and devices including furniture. Equipment purchase requests must be submitted thirty (30) business days prior to the date items are needed. Equipment items must be tagged and cataloged into the Student Activities Association, Inc. property management system. For more information see our equipment policy. Purchase Request Packet: Quote(s) from Vendor Oral Bid (This form is required when a purchase from a vendor is over $ ) 8

9 HONORARIA Honoraria is recognition of service or volunteerism. Examples of Honoraria are gift cards, awards, plaques, trophies and certificates. Honoraria purchase requests must be submitted six (6) weeks prior to the date items are needed. For more information on purchasing gift cards see our Honoraria Gift Card Policy. Purchase Request Packet: Quote(s) from Vendor Oral Bid (This form is required when a purchase from a vendor is $ and above) Flyer Honoraria Request Packet Honoraria Request Form Quote(s) from Vendor Oral Bid (This form is required when a purchase from a vendor is $ and above) Flyer 9

10 SUPPLIES Supplies are typically items that assist in the operation of a office or an event. Supply purchase requests must be submitted thirty (30) days prior to the date items are needed. Please note that Proftech is our preferred vendor for office supplies. Purchase Request (Supplies for an Event) Packet: Quote(s) from Vendor Oral Bid (This form is required when a purchase from a vendor is over $ ) Flyer Purchase Request (Proftech) Packet: List of Items from Proftech 10

11 TRAVEL EXPENSE An organization or department planning any activity or event leaving CUNY property but within the 50 states of the United States; including trips to museums, field trips, athletic events, leadership retreats and conferences must submit documentation at least forty five (45) business days prior to the planned date of activity. For more information see our domestic travel policy. Forms & Documents Needed: CUNY Off-Campus Domestic Student Travel Approval Form Student Travel List (List should contain the first and last name of student and CUNY Emplid ID number.) Event Request Form for Online Student Liability Waiver Quote(s) from Vendor Schedule of the Activity/Itinerary Copies of valid State ID & John Jay I.D. (Copies of valid state ID for students traveling outside of New York State are required.) Flyer (Flyer advertising the planned activity is required.) 11

12 REFRESHMENTS Student organizations/ departments looking for food vendors outside of MBJ Food Services must collect the required paperwork from the vendor for payment process. Documentation must be submitted thirty (30) days in advance to an event. For more information see our food vendor policy. Forms & Documents Needed: Permit or Certificate of Qualification from the City of New York (Department of Health and Mental Hygiene) Complete W-9 Form (Rev. December 2014) Certificate of Authority from the New York State Department of Taxation Certificate of Liability Insurance with a minimum coverage of $2,000, Original Vendor Invoice or Receipt Oral Bid (This form is required when a purchase from a vendor is $ and above.) Event Flyer/Memorandum (Flyer advertising the planned activity or memorandum detailing the reason for utilizing the particular vendor is required.) 12

13 DISTRIBUTION OF PURCHASED ITEMS There are several ways to distribute purchased items. Student organizations / departments will be required to notify the Student Activities Association, Inc. Business Office on their distribution methods for purchased items. Distribution Methods: Giveaway Items given out to individuals routinely. Honoraria Items awarded to an individual or group of people as recognition of service or volunteerism. Raffle Items randomly given out to individuals typically through the process of drawing a ticket from a batch. A Raffle Request Form must be submitted with all purchase requests for items distributed through raffle. See raffle policy for more details. Selling Items sold to individuals for a price. Written permission must come from the Student Activities, Inc. Business Office for items to be sold. 13

14 EVENT MARKETING Any event sponsored by the Student Activity fee must include the Paid By Your Student Activity Fee logo on their flyer. The logo is available for download at 14