BMCCAssocia+onSuiteS-230

9:00am–6:00pm(212)220-8163

Mr.AnthonyLothian(BusinessManager)Mr.Sebas+anOgando(Accoun+ngManager)Mrs.MarieLauture(Administra+veAssistant)

BMCCAssocia+onInc.•  Workswithstudentclubs,StudentGovernmentAssocia+on

(SGA),OfficeofStudentAc+vi+es(OSA)andtheOfficeofStudentAffairs.

•  ProvidesclubswithguidanceandassistsincompliancewithCUNYFiscalAccountabilityHandbook.

•  Tracksclubsavailablefundsforeachlineitemandac+vity.•  Issuespaymentsdirectlytovendors.

BMCCASSOCIATIONWEBSITE

TheDisbursementProcessOverviewEffortsinvolved

Aneventapplica+onmustbefilledout,signedoffbyclub,andsubmittotheOfficeofStudentAc+vi+esforapproval.Atleast2weeksinadvanceofeventisrecommendedforon-campustrips,3weeksforovernighttrips.

DisbursementVouchersmustbefilledout,submiVedalongwithsuppor+ngdocumentssuchasPersonalServiceContracts,agreements,invoices,etc.Oncereceived,theclubmustwaitforapproval.

Eventplanningrequiresgoodorganiza+on.Unexpectedsetbacksarenotuncommon.Nothavingthedocumentsmen+onedabovesubmiVedon+mecanbeanobstacleforaclub’sevent.

EventApplica+on

DisbursementVoucher

Coordina+on

TheDisbursementProcessOverviewAdviceon+me

•  Beginpaperworksatleast2to3weeksinadvancedependingonthenatureoftheac+vity.

•  Beginplanningearlyandproperlyforevents,delegatedu+eswisely.

•  Scheduleallmajorclubeventstoendwellbeforethelastdayforclubac+vi+es.

TheDisbursementProcessOverviewTopicstobediscussed

1.  TheDisbursementVoucher

2.  Bids

3.  ThePersonalServiceContractPackage

4.  Refreshments(Newprocess)

5.  Pre-bill

6.  Events

7.  BudgetLineModifica+on

8.  ConflictofInterest

TheDisbursementVoucherLevelsofApprovals

Club

StudentGovernmentAssocia+on

BMCCAssocia+on

OfficeofStudentAffairs

Clubsbegintheprocesssotheymayreceivegoodsorservices.Uponapprovalfrom

StudentAffairsgoodsandservicesareorderedandpaidforbytheBMCCAssocia+on.

TheDisbursementVoucherLevelsofApprovals

TheDisbursementVoucherrequiresaclubofficerandfacultyadvisor’sapprovalsignatures:

SponsorClub:•  President,VicePresident,Treasurer,orSecretary•  FacultyAdvisor(mandatory)StudentGovernmentAssocia+on:Makessureyourrequestmatches

youroriginalbudgetrequest.BMCCAssocia+on:AVeststotheremainingapprovedBudgetforthe

lineitemandac+vity,reviewscompliancewithCUNY’spolicies.

VPforStudentAffairs:Givesfinalapprovaltoissuepaymentdirectly

Normalturnaround+meforDisbursementVoucher

• DisbursementVouchersubmiVedonMonday@12:00pm(noon)willbepaidthefollowingFriday.DisbursementVoucherssubmiVedonThursday@12:00pm(noon)willbepaidthefollowingWednesday.• AllvendorpaymentsareissueddirectlytothevendorbytheBMCCBusinessOffice.• SomeDisbursementVouchersmayrequireaddi+onalbiddingstepswhichwillaffecttheturnaround+meforapproval.Yourclubwillbeno+fiedifthisisthecase.

1.  Today’s date. 2.  Name of your organization. 3.  Budget category purchase is suppose

to come from. 4.  Your phone number. 5.  Name and address of Vendor or

person to receive payment. Include a phone number.

6.  Should check be mailed or picked up? 7.  Purpose of purchase should be

aligned with your budget. Date of event must be mentioned.

8.  Itemized purchases should be listed and totaled.

9.  Endorsement of 2 club officers, preferably President and Treasurer.

10. Signature of club’s faculty advisor. 11. Endorsement of Student Government

Association as allocating body. 12. At this point submit this form to

BMCC Association’s Business Office in room S-230.

TheDisbursementVoucherHowtofilloutDisbursementVoucher

BidsAbidisasolicita+onofavendortoprovideservices.•  Allpurchasesrequire3bids.•  Afewexcep+onswewillreviewlater.Uponacquiring3bids,thelowestpricedvendorisselected.

BidsHowdoIobtainbids?

Bidscanbeobtainedfromvendors.Belowarethreewaysvendorscanprovidebids.

Directquotee-mailedorfaxedfromvendor.

Pricinglistedonvendor’swebsite

Abillorvoidedcashregisterreceipt

BidsWhichmustIbidon?

•  MUSTBIDON:

•  Mostsimpleitemsliket-shirtsandsupplies.

•  Transporta+onlikebuses.

•  MUSTNOTBIDON:

•  Hotels•  Ar+s+cperformances•  Sometransporta+on•  Certainspecialtyitems

Exemptfrombidding

•  Vendorscontractedbythecollege–e.g.B&Nbookstore.

•  Sole-sourceVendors•  NYC&StatecontractedvendorBMCCuses.TheBMCCABusinessofficewillinformyouofthesevendors.

Includes:•  PersonalServiceContract•  BiographyofVendor

PersonalServiceContractTHEPERSONALSERVICECONTRACTPACKAGE

PersonalServiceContractWhattodo

Forservicesfromvendorssuchasalectures,performances,etc,thePersonalServiceContract(PSC)issubmiVedbytheclubalongwithaDisbursementVoucher.

•  StudentsarenotpermiVedtosignaPSC.Thevendormustsignthelowerlejcorner.

•  Anclubexecu+vemustdocumentthattheIndependentContractorprovidedservicesinaccordancewiththePSC.Asign-insheetfortheeventisacceptable.

•  Abiographyofthevendormustbeprovided.Aflyerfortheevent(ifavailable)shouldalsobesubmiVed.

ThePSCmustbeapprovedbytheVPforStudentAffairspriortotheac+vity.

Vendormustsignhere

PersonalServiceContract

PERSONALSERVICECONTRACTOTHERDOCUMENTS

Important:TheIRSTaxCoderequirestheAssocia+ontoobtain:•  FormI-9•  FormW-9•  PersonalIDtobecopiedbytheAssocia+on’sBusinessOfficeonly•  Vendors,speakers,andperformersmustfillouttheseformsinpersoninroom

S-230.

I-9andW-9

•  SpeakersandperformersmustnowcomeinpersontotheAssocia+on’sBusinessOfficetofilloutI-9andW-9andsubmitcopiesofpersonaliden+fica+ondocuments.

•  TheI-9andW-9MUSTNOTBEHANDLEDBYSTUDENTS.Thesewillnotbeacceptedfromanyonebutthepersonreceivingpayments.

•  Personaliden+fica+ondocumentsmustbebroughtalongforcopyingbytheoffice.

PERSONALSERVICECONTRACTPaymentstoperformers

Normalpaymentscaleforspeakersandperformersisupto$100perhourforamaximumof$250perday.

ThesizeofthevenuesuchasTheater2andcaliberoftheperformercanaffectthesizeofthepayment.Thehighestpaymentamountaperformerorgroupcanreceiveis$12,000.

SignoffontheEventConfirma+onform.

PERSONALSERVICECONTRACTOTHERDOCUMENTS

PERSONALSERVICECONTRACTImportanttoremember:

1.  OnlytheVicePresidentofStudentAffairscansignoffonthePersonalServiceContract.

2.  ThePersonalServiceContractalongwiththeDisbursementVouchermustbeapprovepriortotheevent.

RefreshmentsOrdering

LineItemAccount:•  Refreshments(food/beveragesatmee+ngs).•  Eventsbudgetscoverfoodforevents.

MBJistherecommendedvendorforallon-campusevents.MBJisfullyinsuredagainsttheliabilityforbodilyinjuryandpropertydamageassociatedwithservicesitprovides.

RefreshmentsUsinganoutsidevendor

Theoutsidecaterermustprovide:•  CateringPermit(current&valid,expiredcopiesnotaccepted).•  LiabilityInsuranceCer+ficate(current&valid,expiredcopiesnot

accepted).•  Aninvoicefortheorder.

Toorderforeventotherthatregularclubrefresments

•  Tostart,getmenufromcafeteriaregister.

•  GotoMBJ(nameofkitchenvendor)businessofficeonthefirstfloor.

•  PlaceorderwithMBJ’sbusinessoffice.

Orderingforevents•  Aconfirma+onoforderwillbe

giventoclubsbythekitchen(MBJ)

•  Acopyoftheconfirma+onofordermustbeaVachedtotheDisbursementVoucher.

Orderingforevents

•  Filloutadisbursementvouchermatchingtheorder.

•  Getsignaturesofclubofficer,club

advisor,andSGAexecu+ve.•  Bringbothdisbursementvoucher

andconfirma+onofpaymenttoAssocia+onbusinessofficeinroomS-230

Toorderrefreshmentsforclubmee+ngs

•  Newprocess.Orderingispaperless.•  Quickerandmoreconvenient.•  Youcanorderfortheen+resemester.

PaperlessFoodOrdering

ThePre-BillFormisusedinsitua+onswherenormalpaymentmethodscannotbeusedandcashisneeded.

Inthissitua+on,theclubprepares:•  APre-BillForm-whichlistseachoftheitemsandvendorsthatrequire

cashwithanes+mateofthecost.•  ADisbursementVouchersupportedbythePre-BillForm.

TheDisbursementVoucheriscompletedandsignedbythepar+esinvolvedintheDisbursementprocess.AcheckismadepayabletoaclubofficerwhothenusescashtopurchasethegoodslistedonthePre-Billform.Thedollarlimittostudentsis$150.

Ajertheac+vitytheclubturnsinthereceiptsandunusedfundsnolaterthanthenextbusinessday.Theclubwillbeencumberedun+lthePre-BillmoneyisseVled.

PRE-BILLWhatisaPre-Bill?

Pre-BillFormAcceptablereceipts

RECEIPTSTheGoodTheBad&TheUgly

RITE DAY PHARMACY

Store #04185 3539 Broadway New York, NY 10031 (212) 281-5292

09/04/014:43 PM 1 VISINE LNG LAST RELIEF 3.99 1 GE SOFT WHITE 75W 4 PACK 1.49 T 2 Items Subtotal 5.48 Tax 0.12 Total 5.60 CASH PAYMENT 6.00 Tendered 6.00 Cash Change 0.40

CANAL ELECTRONICS, INC

319 CANAL STREETNEW YORK, N.Y. 10013

(212) 925-6575

09-04-0112-23

26.99 @0* 13.981*1.99 22.99 @1*5.98 21.95 ◊1.81 TX 23.76 ◊ 40.00 CA 16.24 CG

1-00..34

09-04-0114-35

20.99 @*11.98 0.16 TX2.14 3.00 CA0.86 CG

1 017289

GOODRECEIPT§ Storenameandinforma+onappearsclearly§ Dateand+meofpurchaseappearsclearly§ Itemsboughtaredescribedindetail§ Paymentsmadeareshownclearly§ Thesereceiptsareacceptable

BADRECEIPT§ Storenameandinfoappearsclearly§ Itemsarenotdescribed

UGLYRECEIPT§ Nostoreinforma+on§ Noitemsdescrip+on§ Transac+onsaredifficulttoread§ Thesereceiptsarenotacceptable

Pre-BillFormPaymentRecap

•  Musthaveanapprovedbudget.•  MusthavesufficientremainingfundsperLineitemandAc+vity.•  Ac+vitymustbeapprovedthroughtheEventApplica+on.•  ObtaintherequirednumberofBids.•  ObtaintherequiredsignaturesfortheDisbursementVoucherandsubmit

theappropriatesuppor+ngdocumenta+on.•  DisbursementVouchersubmiVedonMonday@12:00pm(noon)willbepaid

thefollowingFriday.DisbursementVoucherssubmiVedonThursday@12:00pm(noon)willbepaidthefollowingWednesday.

•  AllvendorpaymentsareissueddirectlytothevendorbytheBMCCBusinessOffice.

OFFCAMPUSEVENTS

•  Someclubhaveoffcampuseventsthattakesplaceinthecitywhileothersareoutofstateandovernight.Letusexploreaddi+onalproceduresforoff-campuseventsintheDisbursementProcess.

Off campus college club trips

OFFCAMPUSEVENTSTRANSPORTATION

Buses•  Lowendcarriersareprohibited.•  Charteredbusesareidealfor1-dayoutoftowntrips.Trains,airlines,etc.•  Somebiddingrequirementsarerelaxedduetonatureof

transporta+on.Localtransporta+on•  NotpaidforinNewYorkCity.Book+cketsearlytoavoidpriceincreases.

OFFCAMPUSEVENTSLODGING

Selec+nghotels•  Nobiddingrequiredbutra+ngisconsidered.•  Loca+onandameni+esareimportant.Bookingearlytoavoidpriceincreases•  Formalistofpeopleforthetripearlyon.Useplaceholdersifnecessary.•  Donotuseyourpersonalcreditcardtoreserverooms.Roomingarrangements•  Roomscloseproximitytoeachotherispreferred.•  Roommatesaresamegender.•  Hotel’spolicyonsoundlevelandnumberofpeopleinroommustberespected.

OFFCAMPUSEVENTSMEALRATES

Updatedmealratesfordifferentloca+ons•  Ratesforcommondes+na+onsareprovided.•  OtherratesprovidedbytheBMCCABusinessOffice.•  Excep+ons.Groupmeals•  Howtohandlereceipts.TravelExpensereport•  Turninallreceiptswithin3businessdaysajertrip.•  Allunspentfundsmustbeturnedin.•  Receiptsissueswithsomevendors.

OFFCAMPUSEVENTSMEALRATES

Mealratesforoffcampusevent

NewYorkCity Boston Washington Philadelphia

Breakfast 17 17 17 15

Lunch 18 18 18 16

Dinner 34 34 34 28

RevisedasofFall2017

BudgetLineModifica+on

ConflictofInterestOfficialpolicy

CUNYOfficeofCounselissuedaConflictofInterestPolicy.ThepurposeoftheconflictofinterestpolicyistoprotecttheBMCCAssocia+onwhenitiscontempla+ngenteringintoatransac+onorarrangementthatmightbenefittheprivateinterestofaDirector,Officer,CommiVeemember,Manager,ProgramAdvisor,ProgramOfficer,ClubPresident,ClubTreasurerormightresultinapossibleexcessbenefittransac+on.Thispolicyisintendedtosupplement,butnotreplace,anyapplicablestateandfederallawsgoverningconflictofinterestapplicabletononprofitandcharitableorganiza+ons.

Forclubsall4execu+ves(President,VicePresident,Treasurer,andSecretary)areexpectedtosigntheConflictofInterestdocument.