Clubs-Orgs-PP

7 Contracts for Performances/Speakers The Faculty-Student Association contract can be found at www.sunywcc.edu/clubs. If clubs and organizations wish to host an individual or group of individuals to provide a service to the college regardless of cost, a contract must be submitted for processing fourteen (14) days in advance of the service being provided. Examples of such services include, but are not limited to: lectures, live performances, etc. IF AN INDIVIDUAL OR GROUP OF INDIVIDUALS IS PROVIDING A SERVICE FOR FREE, A CONTRACT MUST SUBMITTED. FAILURE TO ADHERE TO THIS POLICY CAN RESULT IN AUTOMATIC SUSPENSION OF CLUB RIGHTS AND ACCESS TO FUNDING. UNDER NO CIRCUMSTANCES WILL CONTRACTS BE ACCEPTED AFTER A PERFORMANCE OR SERVICE HAS ALREADY BEEN PERFORMED. For assistance with virtual programming and contracts, please email getinvolved@sunywcc.edu to schedule a Zoom meeting with a staff member. Individuals who wish to provide a service for a student group of which an officer, advisor or member is an immediate family member must provide three-bids from other vendors and accept the lowest bid. Discretion to enter into any agreements is left to the discretion of the Executive Director of the Faculty-Student Association. All contracts must be created using the template created by the Faculty-Student Association. To obtain a copy of the Faculty - Student Association contract template, please email getinvolved@sunywcc.edu or by download it at www.sunywcc.edu/clubs. Contracts should be filled out in their entirety. Original signatures should appear on each contract when submitting it, except that of the FSA Executive Director who may choose to sign after submission of an approved Purchase Order from Student Involvement. All vendors are required to submit a completed W-9 with their contracts. Certain vendors will also be required to submit a certificate of liability insurance naming the “Faculty-Student Association of Westchester Community College” as the certificate holder. This certificate will need to be attached to the Purchase Order with the signed contracts. To find out if the vendor you are working with will need a certificate of liability insurance, please contact the Department of Student Involvement or the Faculty- Student Association. Vendors may also be required to submit a Direct Deposit Form and a voided check in order to process payment after services. Once a contract is signed by the individual or group whose services are being hired, it must be submitted with a completed Purchase Order form to the Department of Student Involvement. The contract will serve as the supporting document for the Purchase Order. No club or organization official is eligible to sign a contract. Only the Executive Director of the Faculty-Student Association or their designee may sign a contract to formally enter the Faculty-Student Association into the agreement. 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) Request Payment For Travel Expenditures See the Off-Campus Travel section of this document on page Amazon.com Purchases Clubs and organizations are encouraged to order fromAmazon.com. Clubs and organizations must complete the Purchase Order found at www.sunywcc.edu/clubs. Clubs and organizations must provide a link to their Amazon “wish list” on the Online Purchase Order and can email a link of their “wish list” to getinvolved@sunywcc.edu with the subject line of the email stating “Amazon Wish List for NAME OF CLUB.” A screenshot of the “wish list” can be attached to the Online Purchase Order for verification purposes. All items being purchased should be eligible for “Amazon Prime” and free shipping. Students or advisors who wish to mail items to their home address must make the request known on the online Purchase Order and provide their shipping address.* *This rule is active until all functions of the college return to campus completely. 1) 2) 3) 4) 5) 6)