Clubs-Orgs-PP

6 All Purchase Orders should have detailed instructions for the Faculty-Student Association or the Department of Student Involvement either written or attached as to how to process payment, should the purchase be approved. Payment for a purchase may take up to fourteen (14) days from the time it is submitted to the Department of Student Involvement for processing. All Purchase Orders must be submitted with approval from a staff member of the Department of Student Involvement before they can be processed by the Faculty Student Association. All purchases and reimbursements can only be made for goods or services that are consistent with the mission or purpose of a club or organization, as detailed in their club constitution. Clubs and organizations will have access to their budgets during the academic year, from the first day of classes in each semester through the penultimate Friday of instruction in each semester. Clubs and organizations may not make purchases or host events during the college’s winter or summer recesses unless prior approval is given by the Department of Student Involvement. Clubs and organizations wishing to request a transfer from their budget to another group’s budget must complete a Purchase Order and supply necessary supporting documentation to justify the transfer. All items purchased for club and organization purposes must be shipped to either the Department of Student Involvement, Faculty Student Association or extension centers.* *This rule is suspended until all functions of the college return to campus completely. 7) 8) 9) 10) 11) 12) 13) 14) The Faculty-Student Association has approved certain vendors for club and organization use. All club and organization purchases must be made through preferred vendors if there is an established vendor for the goods or services the club or organization is purchasing. This will ensure timely processing as well as significant savings. These vendors have been selected for their quality products and the reduced cost they provide for their goods or services to the Faculty-Student Association. Clubs and organizations that select to not use a recommended vendor for a purchase must provide three (3) quotes (one must be from a recommended vendor) with their Purchase Order. The club must select the cheapest of the three vendors before submitting a final Purchase Order for approval to the Department of Student Involvement. The list of recommended vendors can be found at www.sunywcc.edu/clubs. Recommened Vendors List Clubs cannot exceed these amounts on merchandise per item: $30 on sweatshirts or jackets, $20 on t-shirts and other apparel, and $10 on non-apparel. If any merchandise exceeds this amount, the club can pay the difference with FUF funds or the individual receiving the item can pay the difference. Apparel and Branded Materials Requesting a Reimbursement All clubs and organizations are encouraged to plan ahead as much as possible and have the Faculty-Student Association make the necessary purchases for them. Clubs and organizations are discouraged from having to incur personal charges and thus be reimbursed. Attached to the Purchase Order must be digital, scanned copies, or photos of original itemized receipt(s) or invoice(s) to demonstrate a cost was incurred. Reimbursements are not guaranteed. Reimbursements will not be issued if: (a) Insufficient funds remain in a club/organization budget (b) If a purchase is not approved by the Department of Student Involvement (c)If a purchase is not approved by the sponsoring club or organization. Clubs and organizations are strongly encouraged to obtain prior approval for a reimbursement from the Department of Student Involvement. To request a reimbursement, clubs and organizations must submit a Purchase Order and Reimbursement Form to the Department of Student Involvement via www.sunywcc.edu/clubs. These forms must be filled out in its entirety before it can be accepted. The Faculty-Student Association will not reimburse for tax for items purchased in New York. If you plan to make a purchase on your own, you may request a “tax-exempt form” from the Faculty-Student Association or the Department of Student Involvement. Tax-exempt forms are to be used for official club and organization purchases only. Those found in violation of this policy will be immediately reported to the Director of Security and the appropriate law enforcement. Please email getinvolved@sunywcc.edu to request this form. 1) 2) 3) 4) 5) 6)