Clubs-Orgs-PP

8 Internet Purchases (Not Amazon.com) When requesting a purchase for items to be purchased from the internet, clubs must: (1) create an account with the website; (2) place the items they wish to purchase in their cart; and (3) save their cart. When submitting a Purchase Order, the following information needs to be included: (1) web address where items are being ordered from; (2) Account Name/Username; (3) Password; (4) list of items currently in the cart (can be an image of the cart); (5) description of what the items will be used for; (6) contact information when shipped items arrive to campus or requester’s home. Clubs should not submit personal account information, but rather create separate accounts unique for their club or organization. Purchase requests for items on the internet that do not follow this procedure will not be accepted. 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) Major Equipment Purchases All equipment purchased using Student Activity fees are property of the Faculty-Student Association, unless procured by the college. Clubs and organizations will need to request written approval from the Director of Student Involvement regarding intended equipment purchases. If a club or organization intends to make a purchase for a major piece of equipment (electronics, furniture, etc.) the club or organization must contact the Department of Student Involvement to see if the college or Faculty-Student Association already has these or similar items available for student use. All major pieces of equipment are to be stored in secure locations that must be approved by the Department of Student Involvement. If no secure location can be determined, the Department of Student Involvement will store items for clubs and organizations. Club and organization members will be able to sign out the equipment from the Department of Student Involvement. At the end of each academic year, either FSA or the Department of Student Involvement may ask all clubs and organizations to take inventory, to ensure all purchased items are secured for the summer. 1) 2) 3) 4) 5) Gift Card Purchases When ordering gift cards, students must indicate what they are being used for on the Purchase Order found at www.sunywcc. edu/clubs. Only digital or mailed gift cards will be purchased after an event has taken place. The club advisor or registered officers will be responsible for inputting the prize winner’s information (name, student ID number, email or address) into the purchase order. Only currently enrolled students are eligible to win prizes and gift cards. Gift cards can only be ordered by the Department of Student Involvement staff. Students who are found to use gift cards purchased for club events for personal use will be reported to the Associate Dean of Student Life for violating the Student Code of Conduct. 1) 2) 3) 4) 5) Prize and Incentive Limits Clubs cannot exceed $150 on prizes and/or incentives per event, and individual prizes and/or incentives cannot exceed 75% of the current full- time Student Activity fee unless otherwise approved by the Finance Committee. Clubs and organizations may supplement their budgeted funds they receive by fundraising. Fundraising can be a wonderful community- building activity for a student group. FUNDRAISING AND FUF ACCOUNTS Fundraising Policies A club or organization may conduct fundraising activities for their own benefit to supplement their approved budgets or to raise funds for special purposes (charitable causes, donations, etc.). All money collected by a club or organization must be placed in Facilities Utilization Fund (FUF) account with the Faculty-Student Association (FSA) and may not be placed in a private bank account. 1) 2)