Forms & Policies

Forms & Policies

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FORMS & POLICIES

SAABO BEST PRACTICES FOR FORM SUBMISSION 

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COUNTDOWN TO CUNYFIRST REQUISITION DEADLINE APRIL 1, 2022

CLICK TABS BELOW FOR INFORMATION

CREATE A BUDGET

Read the Policy On Budget Submissions to understand how to create a budget. In addition, read the Budget Processing policy to understand the proper way to submit a budget (effective May 1, 2021). 

Required SAA Budget Forms:

Budget Summary Form A
Budget Data Entry Form B
Budget Description 
Oral Bid Form

View our SAA Vendor List (Vendors on list are not mandated. People have the opportunity to select a  vendor not from the SAA vendor list. Please make sure to submit the necessary forms for a vendor to be added to VMU). 

Budget Change Process: 

Budget Change Form (Revised October 2020)

NEW VENDOR REQUEST

If a vendor is not in CUNYFirst (does not have a CUNY Vendor ID), please submit the following documentation to saabo@jjay.cuny.edu to have a vendor add request be submitted to the CUNY Vendor Management Unit for vetting and approval. CUNY Vendor Management Unit approval takes forty-eight (48) hours to process. Documents required for the CUNY Vendor Management Unit are the following: 

CUNY Substitute W-9 Form (Note: Main address cannot be a “P.O. Box” Address.  VMU allows a P.O. Box to be only used as an additional address for payment/invoicing.) 

CUNY Vendor/Payee Direct Deposit (ePayment) Request Form (Note: A voided check, bank statement, or bank letter verifying account/routing numbers must be submitted with direct deposit request form. Bank documents must contain the vendor's legal name as registered with the IRS.)

Document Verification Memorandum
Memorandum verifies documents were received directly from the vendor.

PURCHASE REQUEST

The Student Activities Association, Inc. Business Office is the central purchasing unit for ordering goods and services utilizing the student activity fee.  Read the Purchasing Policy as a guide for best practices. In addition to the purchasing policy make sure to read Inspection Policy & Receipt Policy in order to complete the procurement process in CUNYFirst.

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. 

Related Documents for Submission​:
Check Request Form 
Oral Bid Form (This form is required for purchases $250.00 and above).
Quote(s)
Flyer (If applicable)

Make sure to view the Account Codes to understand how goods and services are categorized.  For a complete view of CUNYFirst account codes you can view CUNY's General Ledger - Chart of Accounts. In addition, view our SAA Vendor List (Vendors on list are not mandated. People have the opportunity to select a  vendor not from the SAA vendor list. Please make sure to submit the necessary forms for a vendor to be added to VMU). 

CONTRACTUAL SERVICES

Read the Contractual Services Policy to understand how to submit a contract request.  

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 twenty-five (25) business days prior to the planned date of service.  Contract request twenty thousand ($20,000.00) and above must be submitted at least thirty-five (35) business days prior to the planned date of service. 

Please note: An organization or department planning to have DJ'd college dances must obtain a certificate of insurance from InterCity Agency, Inc. to add the event to the CUNY Special Events list. The typical amount of liability insurance required is one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,0000) aggregate. Contact InterCity Agency, Inc. at 718-279-7700 or info@intercityagency.com

InterCity Agency, Inc. Request for Insurance

For more information regarding insurance for sponsored events see Best Practicies for Use of Campus Facilities by Student Clubs, College Associations and Other Sponsoring Organizations

Documents Required for Submission​:
Check Request Form 
Contract Request Form
Oral Bid
(This form is required for DJ’s & Photography $250.00 and above).
Quote(s)
Biography
Flyer

TRAVEL

Please note that in-person travel will be based on CUNY and New York State (NYS) recommendations guidelines and policies. Currently, there is no in-person travel due to Covid-19.

Read the Domestic Travel Policy to understand how to submit a travel request. 

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. 

Documents Required for Submission​:
Check Request Form 
CUNY Off-Campus Domestic Student Travel Approval Form (Revised September 2019)
Event Request Form for Online Student Liability Waiver 
Oral Bid Form (This form is required for rental buses/vans $250 and above).

STUDENT LEADERSHIP PROGRAMS

Read our Student Leadership Programs policies below to understand how to request payment for a Student Leadership Program. 

Student Government Leaders: students will assume the duties and responsibilities of a college-wide elected position (i.e. Student Government Executives & Representatives). 

Service Programs: students will provide a service for the College, whether directly or indirectly with the College’s outside partners (i.e. JJ Sentinel)

Mentorship Programs: students will provide guidance and support to enhance other students’ professional, personal and/or academic life (i.e. UMI Peer Advocates, Q’nnections, UMI Alumni)

Leadership Training Programs: students will participate in workshops to enhance their leadership skills (i.e. LIDS, Trailblazers)

Documents Related for Submission​:
Check Request Form 
Screening Questionnaire of Payment

Semester Timesheet
Timesheet
CUNY Substitute W-9 Form 
CUNY Vendor/Payee Direct Deposit (ePayment) Request Form 
Document Verification Memorandum
Memorandum verifies documents were received directly from the vendor.

EQUIPMENT

Read our Equipment Policy to understand how to submit an equipment request.

Documents Required for Submission​:
Check Request Form 
Information Security Review Questionnaire 
Oral Bid Form 
(This form is required for purchases $250.00 and above).
Quote(s)
Memorandum
(Justification for equipment purchase).

Equipment Report Form
If equipment has been stolen, lost, destroyed, or damaged, the Equipment Report form must be completed and sent in pdf format to saaboforms@jjay.cuny.edu within 48 hours.  If equipment has been stolen, the Department of Public Safety and Student Activities Association Business Office should be notified immediately.  The CSIL coordinator or department designee must provide the Student Activities Association Business Office with a completed Equipment Report form along with a copy of the incident report from Public Saftety. 

Information Security Review Questionnaire: This questionnaire facilitates the identification of security requirements for a CUNY information technology project, application or system. Make sure to note on the form whether or not the system involves confidential student information or PII data. If it does, then the IT Department needs to understand how it is used and how the vendor handles the data.

HONORARIA

Gift Card Policy
Gift cards are the same as cash and could be given to a student only under the following circumstances (1) the winner of an authorized fundraising raffle (2) the winner of an essay contest or some other type of competitive contest. 

General Pool Request Form 
Note: Giftcards can be requested for events without having to purchase them on a first come, first serve basis.

Raffle Policy (link coming soon) 
Raffle Request Form
Raffle Recipient Release Form

CATERING FOOD REQUEST

Read the Food Vendor Policy (link coming soon) to understand the process for catering food requests and paying catering invoices. Student Orgnizations/Departments requesting catering from outside food vendors must read the food vendor policy for the required documentation.  

Documents Required for Catering Request: 

Catering Request Form (link coming soon)

Documents Required for Catering Payment: 

Check Request Form
Event Attendance Form (This form is required for all food payment requests.)
Invoice
Flyer

Please contact the food vendor for further information on menus. 

PRINT SHOP SERVICES

The new online work order system for the Print Shop called Web Print Services went live on Wednesday, June 1, 2016. 

In order to streamline this process and have a smooth transition, John Jay staff, primarily those that place printing orders must register within the WebCRD software. 

Before you register, you must have:

1.       A John Jay email address (private email addresses are not permitted) and
2.      Proceed to the following link: https://printshop.jjay.cuny.edu

On the upper right hand side of the page you will see a drop down box:

1.       Select John Jay Account (not Local Account)
2.      Log-in with your JJC User ID (do not include “@jjay.cuny.edu”) and password
3.      Re-enter your password on the second page
4.      Review the pre-populated information
5.      Pay particular attention to the department name and location
6.      If changes are necessary, they must be made via email to Information Technology (DoIT) Help Desk at helpdesk@jjay.cuny.edu 
7.      Specify exactly the correct spelling of your name, department name and office location.  This information must match in the Active Directory and in the WebCRD software.  If this information is incorrect, orders will not be placed.
8.    The John Jay College address is: 

524 West 59th Street, New York City, NY 10019.  Locations (room numbers) should be followed by the building abbreviation, for example: A (Annex); B (BMW); HH (Haaren Hall); NB (New Building) and W (Westport). 

EVENT MARKETING

Departments or student organizations interested in having a graphic displayed on the media wall (2nd floor new building) can download the Media Wall Request Form. 

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