Forms & Policies
New vendor request can now be submitted online by clicking on the New Vendor Request Form
If the vendor you wish to work with is not in CUNYBuy (does not have a CUNY Supplier ID), click on the New Vendor Request Form and enter the vendor contact information (legal name, active email address & active phone number) and a description of vendor services to allow the SAA Business Office to submit a new vendor request. The CUNY Vendor Management Unit (VMU) will email the vendor with a CUNYBuy portal registration link. Vendors are encouraged to complete their registration process within one (1) week from receiving their registration link. CUNYBuy Vendor Management Unit approval takes (48-72) hours to process. If a vendor has not completed their registration by the vendor registration deadline then the department/organization should contact the vendor to remind them to complete their vendor registration.
Collegiate Licensing Company (CLC)
The John Jay name, logo or any artwork with the John Jay name is copyrighted and is considered intellectual property of John Jay College of Criminal Justice. Vendors that will produce imprinted items with any likeness must be authorized through a licensing agreement with the Collegiate Licensing Company (CLC), a third-party licensing firm that partners with the College.
All vendors on the CLC list are not approved by CUNYBuy. Departments/Organizations who select a vendor from the CLC list that is not approved in CUNYBuy will need to allow for additional time for the vendor to be registered.
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.
Requisition Training Video
Receipt Training Video
Note: Any purchases or promises to vendors made without the approval of the Student Activities Association, Inc. Business Office will be at the expense of the employee.
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. 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 CUNYBuy).
Read the Contractual Services Policy to understand how to submit a contract request.
Active CUNY Employees CANNOT be contracted as independent vendors. To Inquire about the process reach out to our office at ccbs@jjay.cuny.edu.
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.
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
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 ccbs@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 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 Safety.
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.
Child and Adult Care Food Program - CACFP
The Child and Adult Care Food Program - CACFP is a nutrition education and meal reimbursement program that helps the Chlidren's Center serve nutritious and safely prepared meals and snacks to children. Please email ccbs@jjay.cuny.edu for help with meal service setup.
Documents Required for CACFP payments:
Check Request Form
Invoice
Baby Food Supply
The Children's Center has established vendors to order baby food supplies (see SAA Vendor List). Please email ccbs@jjay.cuny.edu for assistance.
Elior Inc. (Aladdin) CaterTrax Webpage
The Children's Center should have established an account through Elior Inc. (Aladdin) CaterTrax webpage.
Create An Account
Establish an account for your area (Children Center). Your account should be “Tax Exempt”- select the box & enter tax ID: 13-3721305
Place Catering Order
Create Catering Order:
- Select “CUNY Student Catering Guide-John Jay” -only for SAA funded events
- Select items requesting for order, include date(s) and time for order
Note: All Student Requests are pickup service only. Orders may be picked up at the entrance to the cafeteria on the 2nd floor.
- Enter in Notes Section: Title of Event & include the Purchase Order number [TBD week of 8.5.24]
Note: If area has a budget constraint or alternative to the items present or themed event, they may enter request and ask Ruchelle Muller ruchelle.muller@aladdinfood.com to tailor the order to their budget amount or theme.
Employee Services
Children's Center Board of Directors
FY 2022-2023
Coming Soon
FY 2021-2022
12.01.2021 Minutes
05.11.2022 Minutes
FY 2020-2021
05.03.2021 Minutes
FY 2019-2020
11.25.2019 Minutes
Note: Due to Covid-19, the LaBrenda Garrett Children Center Board of Directors did not convene for a spring 2020 meeting.
FY 2018-2019
10.23.2018 Minutes
FY 2017-2018
11.08.2017 Minutes
03.12.2018 Minutes
FY 2016-2017
10.26.2016 Minutes
FY 2015-2016
11.19.2015 Minutes
FY 2011-2012
11.28.2011 Minutes
Contact us
ccbs@jjay.cuny.edu
Call
212-393-6449
Visit
L.66.03 New Building