JJC Foundation Expense Management
Check Request Submission Guide
The Expense Management Module in Financial Edge NXT is now being used to help streamline the check request process for the John Jay College Foundation. This page provides guidance for submitting check requests, vendor invoices, reimbursement requests, and related payment documentation through the system.
This process is designed to make submissions easier to track, reduce manual email routing, and ensure that requests move through the appropriate review and approval steps. It also helps keep supporting documentation organized and securely connected to each request.
Before submitting a request, please review the instructions below and make sure all required information and documentation are included. Complete submissions help prevent delays and allow requests to be reviewed, approved, and processed more efficiently.
If you would like to watch an overview video of the process, click on the following link: https://youtu.be/pHU4KmL9mEI?si=8YdDD0kvwp1PIvhu
Instructions for Entering a Check Request
- Please review the Required Documentation section below to ensure you have all the documents ready to upload as PDFs or image files before you start. Complete and accurate submissions help prevent delays in review, approval, and payment processing.
- Go to www.blackbaud.com and log in using your Blackbaud account credentials. If you do not have a Blackbaud login or need access to the Expense Management Module, please email fdnaccounting@jjay.cuny.edu to request it.
- Click Expenses in the left-hand navigation bar > + New request button under My Invoice requests.
- Begin typing the payee's name in the Vendor field, and select it from the list. If the vendor is not in the system, send a request to fdnaccounting@jjay.cuny.edu to have it added. For vendors, include a complete and executed Form W9. Be sure the name and address on the W9 match the contact details on the invoice. For students or individuals submitting a W9 with a Social Security Number, please request a password-protected W9 and provide the password in a separate email.
Please note: The only funds that are not taxable under the IRS are those awarded to enrolled students to pay for tuition and fees, whether we process the payment through the Foundation (to JJC) or transfer the funds to CUNY to apply to the students' accounts.
- Enter the invoice number and date in the corresponding fields.
- In the Description field, enter INV# XXXX if there is an invoice number. This appears in the Memo field on the printed check. You can add a brief description after it, if desired.
- Select the approval rule from the list that corresponds with the authorized signatory for your department. If the approver is not in the list, contact fdnaccounting@jjay.cuny.edu to confirm who it should be or to have a new approver added.
- If more details are required for the request, please enter the information in the Expense detail and purpose field.
- Under Distribution > Expense category > select the appropriate category from the list (this should correspond to where the expense was budgeted).
- Leave the Description and Quantity fields unchanged.
- Enter the payment amount in the Rate field.
- The Date field can be left blank.
- In the table below the expense category information > enter the account number in the Project field.
- If the gift is split between two or more accounts or categories, add additional lines to the table and populate the cells in each row accordingly.
- Under Custom fields > Payment Distribution > select Mail Check or Hold for Pickup from the Value field.
- If the check is being picked up, enter the contact's name and phone number in the Comment field.
- Under Receipts > add all required attachments. If all required documents are not included as detailed in the Frequently Asked Questions, the request will be rejected and returned.
- Click Save draft if additional information and attachments are needed.
- Once the request is complete > click Submit > to initiate the approval process.
Instructions for Approving a Check Request
- If a check request is awaiting your approval, you will receive an email.
- Go to www.blackbaud.com and log in using your Blackbaud account credentials.
- Click Expenses in the left-hand navigation bar and click the number next to any pending approvals under My approvals.
- Review the request for accuracy and completeness and approve or reject the request. If the request is rejected, please select a reason from the dropdown.
Required Documentation
- A copy of the invoice that includes the vendor's name, address, description of services, invoice number, and current date.
- Completed and signed Foundation Check Request form (this is temporary, until we are certain the process works and satisfies the auditors' requirements).
- A copy of the invoice that includes the consultant/firm’s name, address, description of services, invoice number, and current date.
- A copy of the executed consulting or contracted services agreement or Memorandum of Understanding (MOU) with the first invoice for the services invoiced.
- A copy of the conference notice, event details, or other supporting documentation.
- A copy of your credit card statement showing your name, the last 4 digits of the credit card number, and the expense(s) highlighted (with all other information redacted).
- Copies of receipt(s) with the last 4 digits of the credit card number that match the statement.
- Proof of mileage (screenshot of online map showing the route)
- A copy of the conference notice, event details, or other supporting documentation.
- A copy of your credit card statement showing your name, the last 4 digits of the credit card number, and the expense(s) highlighted (with all other information redacted).
- Copies of fuel receipt(s) with the last 4 digits of the credit card number that match the statement.
- A copy of the student’s most recent transcript.
- A copy of the award letter or email, if available.
- A copy of the invoice that includes the vendor’s name, address, description of services, invoice number, and current date.
- A copy of the event flyer and/or the attendance list from check-in.
- A copy of the invoice from the John Jay College Print Shop.
- A copy of the printed item.
The student must first submit an application for assistance through the Wellness Center using this link: https://www.jjay.cuny.edu/student-life/wellness-center/emergency-funding. Once approved, the information below is required when submitting the check request. All emergency assistance funding will be paid directly to third-party vendors. Contact fdnaccounting@jjay.cuny.edu for exceptions.
Tuition
- A copy of the completed and approved Emergency Funding Submission application from the Wellness Center.
- A copy of the student’s most recent Student Account Statement from the Office of the Bursar.
- A copy of the student’s most recent transcript.
Utilities
- A copy of the completed and approved Emergency Funding Submission application from the Wellness Center.
- A copy of the student’s overdue utility bill.
- A copy of the student’s most recent transcript.
Rent
- A copy of the completed and approved Emergency Funding Submission application from the Wellness Center.
- A copy of the student’s overdue rent bill or notice.
- An executed copy of the lease.
- A Form W9 for the landlord or student.
- A copy of the student’s most recent transcript.
- A copy of the executed quote that includes the description of the expenses. This needs to be signed by Mark, Flower, Chief Operating Officer.
- A copy of the renovation plan.
- A copy of the invoice from the JJC Office of Finance & Business Services.
- A copy of the invoice from the Gerald W. Lynch Theater.
- A copy of the event flyer or web announcement.
Frequently Asked Questions
Yes, the addresses must match. If the address on the transcript is outdated, the student must update the information in CUNYfirst or by contacting the registrar's office.
Contact fdnaccounting@jjay.cuny.edu.
Contact the Business Office for guidance.
Request the information by sending an email to fdnaccounting@jjay.cuny.edu.