Forms & Policies
If the vendor you wish to work with is not in CUNY BUY (does not have a CUNY Vendor ID), please email email@example.com with the vendor contact information (legal name, active email address & active phone number) to allow the SAA Business Office to submit a new vendor request. The CUNY Vendor Management Unit (VMU) will email the vendor with a CUNY BUY portal registration link. Vendors are encouraged to complete their registration process within one (1) week from receiving their registration link. CUNY BUY Vendor Management Unit approval takes (48-72) hours to process.
Organization and departments interested in contracting a person for a service who is not in CUNY BUY (does not have a CUNY Vendor ID), please email firstname.lastname@example.org with the vendor contact information (legal name, active email address & active phone number) to allow the SAA Business Office to submit a new vendor request. The CUNY Vendor Management Unit (VMU) will email the vendor with a CUNY BUY portal registration link. Vendors are encouraged to complete their registration process within one (1) week from receiving their registration link. 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 CUNY BUY. Departments/Organizations who select a vendor from the CLC list that is not approved in CUNY BUY 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.
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.
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 for a list of Children's Center vendors. Please note that vendors on list are not mandated. Department designee has 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).
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. 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.
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).
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 email@example.com 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 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.
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. MBJ Food Services currently provides daily meals to the Children's Center. Please email firstname.lastname@example.org for help with meal service setup.
Documents Required for MBJ CACFP payments:
Check Request Form
Children's Center Board of Directors
Note: Due to Covid-19, the LaBrenda Garrett Children Center Board of Directors did not convene for a spring 2020 meeting.
L.66.03 New Building