Forms & Policies

Forms & Policies

POLICIES & FORMS

SAABO BEST PRACTICES FOR FORM SUBMISSION 

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CREATE A BUDGET

Read the Policy Budget Submissions to understand how to create a budget. 

The forms below are required within an SAA budget. 

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

Make sure to view the Line Item Descriptor to understand how goods and services are categorized.  In addition, view our Preferred Vendor List

Budget Change Process: 

Budget Adjustment Form
Budget Change Form

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 Presentation as a guide for best practices. 

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

Policies Related to Purchasing

Equipment Policy
Food Vendor Policy
Honoraria Gift Card Policy
Raffle Policy

Forms Related to Purchasing

Check Request Form
Honoraria Request Form
Oral Bid Form
Purchase Request Form A
Purchase Request Form B
Raffle Request Form
Raffle Recipient Release Form

Make sure to view the Line Item Descriptor to understand how goods and services are categorized.  In addition, view our Preferred Vendor List

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 thirty-five (35) business days prior to the planned date of service.  Contract request twenty thousand ($20,000.00) and above must be submitted at least forty-five (45) 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

Read the Contractual Services Policy to understand how to submit a contract request.  The forms below are typically required within a contract request. 

Contract Request Form
Check Request Form
Oral Bid 
(This form will be required for DJ’s costing $250.00 and above)

TRAVEL

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. 

Read the Domestic Travel Policy to understand how to submit a travel request.  The forms below are typically required within a travel request. 

Check Request Form
CUNY Off-Campus Domestic Student Travel Approval Form
Event Request Form for Online Student Liability Waiver
Oral Bid Form
Purchase Request Form A
Purchase Request Form B

STIPENDS

A stipend may be offered to students by a department.  A stipend is taxable income to the student and is reported to the government if it equals or exceeds $600 for the year. 

Read our Semester Program Stipend Policy to understand how to submit a stipend request. The forms below are required within a stipend request.

Check Request Form
Stipend Time Sheet

FUNDRAISING

Fundraising is the process of collecting voluntary contributions of money and other resources. Typically, student organizations and departments fundraise to donate to non-for profit organizations within the U.S.

Read the Fundraising Policy to understand how to submit a fundraising request. The forms below are required within a fundraising request.

Fundraising Request Form

MBJ FOOD SERVICES

The preferred vendor for food is MBJ Food Services located on the 2nd floor of the new building.  Please contact MBJ Food Services at (212) 484-1341 or (212) 484-1333 for further information on menus and placing orders.

MBJ Student Organization Menu
MBJ Menu
MBJ Catering Order Form

Student organizations/ departments looking for food vendors outside of MBJ Food Services must collect required paperwork from the vendor for payment process.

Read the Food Vendor Policy to understand the process for dealing with outside food vendors and submitting payment paperwork for MBJ invoices.

Forms Required for Food Payment 

Check Request Form
Oral Bid (This form is required when a purchase from a vendor is $250.00 and above)

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