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.

WHAT IS PURCHASING?

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Purchasing will be done solely by the Student Activities Association, Inc. Business Office.

All purchase request documents must be submitted in pdf format to saaboforms@jjay.cuny.edu

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).

Who handles Purchasing?

Purchase Request Packet:

Purchase Request Form (A &B) 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.

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REQUIRED DOCUMENTS EXAMPLE

Potential Additional Forms Required:Submit The Following Documents:

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WHICH CATEGORIES REQUIRE A PURCHASE REQUEST?

Category 1 – Advertising & PromotionCategory 2 – Contractual ServicesCategory 3 –EquipmentCategory 4 – Films & Film RentalCategory 5 – Honoraria Category 8 – RentCategory 9 – Repairs and MaintenanceCategory 13 – SuppliesCategory 14 – Travel ExpenseCategory 15 – Refreshments

NOT INCLUDED:

*CATEGORY 6- INSURANCE

*CATEGORY 7- PRINTING/POSTAGE

*CATEGORY 10- TELEPHONE

*CATEGORY 11- STIPENDS

*CATEGORY 12- PERSONNEL

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Note: For more information on how goods and services are categorized view our SAA Item Line Descriptor

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:

Purchase Request Form (A &B) Quote(s) from Vendor Sample Art Work Oral Bid (This form is required when a purchase

from a vendor is $250.00 and above) Check Request Form

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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 $20,000.00 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 Check 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

$250.00 and above)

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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:

Purchase Request Form (A &B) Quote(s) from Vendor Oral Bid (This form is required when a purchase

from a vendor is over $250.00.) Check Request Form

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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:

Purchase Request Form (A &B) Quote(s) from Vendor Oral Bid (This form is required when a purchase

from a vendor is $250.00 and above) Check Request Form Flyer

Honoraria Request Packet

Purchase Request Form (A &B) Honoraria Request Form Quote(s) from Vendor Oral Bid (This form is required when a purchase

from a vendor is $250.00 and above) Check Request Form Flyer

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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 (Proftech) Packet:

Purchase Request Form (A &B) List of Items from Proftech Check Request Form

Purchase Request (Supplies for an Event) Packet:

Purchase Request Form (A &B) Quote(s) from Vendor Oral Bid (This form is required when a purchase

from a vendor is over $250.00.) Flyer Check Request Form

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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:

Purchase Request Form (A &B) 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.)

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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

$2,000,000.00 Purchase Request Form (A &B) Original Vendor Invoice or Receipt Oral Bid (This form is required when a purchase from a vendor is $250.00 and above.) Check Request Form Event Flyer/Memorandum (Flyer advertising the planned activity or memorandum

detailing the reason for utilizing the particular vendor is required.)

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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.

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EVENT MARKETING

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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 www.jjay.cuny.edu/saabo