New Procedures for:
Personal Reimbursement (Maximum Limit $250.00)
Advance to Purchase Goods and/or Services (Maximum Limit $500.00)
Vendors Requiring Purchase Orders

To Be Followed by Non-Tax-Levy entities such as:
The John Jay College Foundation, Inc.
Auxiliary Services Corporation, Inc.
College Depository Accounts

In remaining consistent with New York State and CUNY guidelines regarding the purchase of goods and services, except for the Student Activities Association and Children's Center for which procedures will be developed separately, the procedures below shall be adopted for the College's non-tax levy entities.

The maximum allowable limit for personal reimbursement from all entities, including SAA and Children's Center, is $250.00

The maximum allowable limit for advance purchase of goods and services is $500. Original receipts and cash balances must be returned to the Accounting Department within two weeks; the Accounting Department retains the right to seek reimbursement for funds provided from the employee's pay.

Please note throughout this document that the dollar limits refer to the gross total of the purchase not the individual price of an item. You must, for example, receive written bids from five vendors if you are purchasing 5,000 pocket calendars @$1.10 per calendar.

1. Personal Reimbursement for Purchase of Goods and Services up to $250.00

You will be required to:

a. Submit a Check Request describing the expense(s), the reason for the expense(s) and attach original receipt(s) - e.g., a bill from the vendor on a business invoice, which has been stamped “PAID”, or an invoice for personal service on which the supplier indicates their Social Security or Employer Identification Number (EIN) as well as confirms payment has been received. The appropriate account administrator/signatory(ies) must approve and sign the Check Request. The President must sign each Auxiliary Services Corporation Check Request.

2. Advance for Purchase of Goods and Services up to $250.00

You will be required to:

a. Submit a Check Request describing the expense(s) and the reason for the advance. The appropriate account administrator/signatory(ies)must approve and sign the Check Request. The President must sign each Auxiliary Services Corporation Check Request.

b. Sign an "Acknowledgement of Receiving Cash or Check for the Purpose of Purchasing Goods and/or Services on behalf of John Jay College of Criminal Justice."

c. Furnish all receipts and remaining cash (if any) with an accounting of the funds used within two (2) weeks of receiving the cash or check. In the event receipt(s) is/are lost, you must forward a memorandum of explanation, approved by the account administrator, to the Director of Accounting Services for inclusion in the account files.

3. Advance for Purchase of Goods and Services $250.00 to $500.00

It is strongly recommended that you coordinate purchases over $250.00 with the Purchasing Department (which can guide you in accordance with CUNY and State procedures to assure cost effectiveness). If you and a representative of Purchasing have spoken with the vendor, yet the vendor will not release goods upon receipt of a College issued Purchase Order but only with payment, you will be required to:

a. Submit a Check Request describing the expense(s), the reason for the advance, and a Pro-Forma invoice from the vendor describing the goods and/ or services to be provided. The account administrator/signatory(ies) must approve and sign the Check Request. The President must sign each Auxiliary Services Check Request.

b. Sign an "Acknowledgement of Receiving Cash or Check for the Purpose of Purchasing Goods and/or Services on behalf of John Jay College of Criminal Justice."

c. Furnish an original receipt within two (2) weeks of receiving the cash or check. Should you lose an invoice, you must ask the vendor to supply a second original.

4. For Vendors That Require Purchase Orders:

a. For purchase of Goods and Services up to $250.00:

i. Fill out a Purchase Requisition and identify the vendor on the requisition. The account administrator/signatory(ies) must sign the Purchase Requisition.

ii. Forward the Requisition to the Purchasing Department, which will review the paperwork and issue an official Purchase Order and send you a copy within seven (7) business days.

b. For purchase of goods and services over $250.00 to $2,499:

i. Contact at least three vendors for price quotes. Do not rely on advertised prices since vendors may lower their price for an educational discount or for multiple item orders.

ii. Fill out the Summary of Quotations form and attach to the Purchase Requisition.

iii. Fill out a Purchase Requisition and identify the lowest price vendor on the requisition. The account administrator/signatory(ies) must sign the Purchase Requisition.

iv. Forward the signed Purchase Requisition to the Purchasing Department, which will review the paperwork and issue an official Purchase Order within seven (7) business days.

c. For the purchase of goods and services over $2,499 to $4,999:

i. You must solicit at least five (5) written invitations to bid. For written services, quotations/ proposals will ensure that both parties clearly understand the scope of services as well as all terms and conditions.

ii. Fill out a Purchase Requisition and identify the lowest price vendor on the requisition. The account administrator/signatory(ies) must sign the Purchase Requisition.

iii. Attach the written bids received from the vendors to the Purchase Requisition and forward the packet to the Purchasing Department, which will review the bids/ quotations and issue an official Purchase Order within seven (7) business days.

d. For purchase of Goods and Services over $5,000:

Only the Purchasing Department may initiate purchases over a gross total of $5,000. All specifications for bids must be coordinated with the Purchasing Department. Vendors will receive bid forms, which must be signed by the vendor and returned to the Purchasing Department in special sealed envelopes. Only the Assets Manager may approve any deviation from this process.

Note that Purchase Requisitions, Summary of Quotations, and Invitation to Bid forms can be obtained from the Purchasing Department. You can contact Dan Dolan, Assets Manager, at extension 8900 or request copies via email at ddolan@jjay.cuny.edu