bmcc associa+on...refreshments (new process) 5. pre-bill 6. events 7. budget line modificaon 8....
TRANSCRIPT
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BMCCAssocia+onSuiteS-230
9:00am–6:00pm(212)220-8163
Mr.AnthonyLothian(BusinessManager)Mr.Sebas+anOgando(Accoun+ngManager)Mrs.MarieLauture(Administra+veAssistant)
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BMCCAssocia+onInc.• Workswithstudentclubs,StudentGovernmentAssocia+on
(SGA),OfficeofStudentAc+vi+es(OSA)andtheOfficeofStudentAffairs.
• ProvidesclubswithguidanceandassistsincompliancewithCUNYFiscalAccountabilityHandbook.
• Tracksclubsavailablefundsforeachlineitemandac+vity.• Issuespaymentsdirectlytovendors.
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BMCCASSOCIATIONWEBSITE
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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
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TheDisbursementProcessOverviewAdviceon+me
• Beginpaperworksatleast2to3weeksinadvancedependingonthenatureoftheac+vity.
• Beginplanningearlyandproperlyforevents,delegatedu+eswisely.
• Scheduleallmajorclubeventstoendwellbeforethelastdayforclubac+vi+es.
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TheDisbursementProcessOverviewTopicstobediscussed
1. TheDisbursementVoucher
2. Bids
3. ThePersonalServiceContractPackage
4. Refreshments(Newprocess)
5. Pre-bill
6. Events
7. BudgetLineModifica+on
8. ConflictofInterest
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TheDisbursementVoucherLevelsofApprovals
Club
StudentGovernmentAssocia+on
BMCCAssocia+on
OfficeofStudentAffairs
Clubsbegintheprocesssotheymayreceivegoodsorservices.Uponapprovalfrom
StudentAffairsgoodsandservicesareorderedandpaidforbytheBMCCAssocia+on.
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TheDisbursementVoucherLevelsofApprovals
TheDisbursementVoucherrequiresaclubofficerandfacultyadvisor’sapprovalsignatures:
SponsorClub:• President,VicePresident,Treasurer,orSecretary• FacultyAdvisor(mandatory)StudentGovernmentAssocia+on:Makessureyourrequestmatches
youroriginalbudgetrequest.BMCCAssocia+on:AVeststotheremainingapprovedBudgetforthe
lineitemandac+vity,reviewscompliancewithCUNY’spolicies.
VPforStudentAffairs:Givesfinalapprovaltoissuepaymentdirectly
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Normalturnaround+meforDisbursementVoucher
• DisbursementVouchersubmiVedonMonday@12:00pm(noon)willbepaidthefollowingFriday.DisbursementVoucherssubmiVedonThursday@12:00pm(noon)willbepaidthefollowingWednesday.• AllvendorpaymentsareissueddirectlytothevendorbytheBMCCBusinessOffice.• SomeDisbursementVouchersmayrequireaddi+onalbiddingstepswhichwillaffecttheturnaround+meforapproval.Yourclubwillbeno+fiedifthisisthecase.
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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
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BidsAbidisasolicita+onofavendortoprovideservices.• Allpurchasesrequire3bids.• Afewexcep+onswewillreviewlater.Uponacquiring3bids,thelowestpricedvendorisselected.
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BidsHowdoIobtainbids?
Bidscanbeobtainedfromvendors.Belowarethreewaysvendorscanprovidebids.
Directquotee-mailedorfaxedfromvendor.
Pricinglistedonvendor’swebsite
Abillorvoidedcashregisterreceipt
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BidsWhichmustIbidon?
• MUSTBIDON:
• Mostsimpleitemsliket-shirtsandsupplies.
• Transporta+onlikebuses.
• MUSTNOTBIDON:
• Hotels• Ar+s+cperformances• Sometransporta+on• Certainspecialtyitems
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Exemptfrombidding
• Vendorscontractedbythecollege–e.g.B&Nbookstore.
• Sole-sourceVendors• NYC&StatecontractedvendorBMCCuses.TheBMCCABusinessofficewillinformyouofthesevendors.
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Includes:• PersonalServiceContract• BiographyofVendor
PersonalServiceContractTHEPERSONALSERVICECONTRACTPACKAGE
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PersonalServiceContractWhattodo
Forservicesfromvendorssuchasalectures,performances,etc,thePersonalServiceContract(PSC)issubmiVedbytheclubalongwithaDisbursementVoucher.
• StudentsarenotpermiVedtosignaPSC.Thevendormustsignthelowerlejcorner.
• Anclubexecu+vemustdocumentthattheIndependentContractorprovidedservicesinaccordancewiththePSC.Asign-insheetfortheeventisacceptable.
• Abiographyofthevendormustbeprovided.Aflyerfortheevent(ifavailable)shouldalsobesubmiVed.
ThePSCmustbeapprovedbytheVPforStudentAffairspriortotheac+vity.
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Vendormustsignhere
PersonalServiceContract
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PERSONALSERVICECONTRACTOTHERDOCUMENTS
Important:TheIRSTaxCoderequirestheAssocia+ontoobtain:• FormI-9• FormW-9• PersonalIDtobecopiedbytheAssocia+on’sBusinessOfficeonly• Vendors,speakers,andperformersmustfillouttheseformsinpersoninroom
S-230.
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I-9andW-9
• SpeakersandperformersmustnowcomeinpersontotheAssocia+on’sBusinessOfficetofilloutI-9andW-9andsubmitcopiesofpersonaliden+fica+ondocuments.
• TheI-9andW-9MUSTNOTBEHANDLEDBYSTUDENTS.Thesewillnotbeacceptedfromanyonebutthepersonreceivingpayments.
• Personaliden+fica+ondocumentsmustbebroughtalongforcopyingbytheoffice.
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PERSONALSERVICECONTRACTPaymentstoperformers
Normalpaymentscaleforspeakersandperformersisupto$100perhourforamaximumof$250perday.
ThesizeofthevenuesuchasTheater2andcaliberoftheperformercanaffectthesizeofthepayment.Thehighestpaymentamountaperformerorgroupcanreceiveis$12,000.
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SignoffontheEventConfirma+onform.
PERSONALSERVICECONTRACTOTHERDOCUMENTS
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PERSONALSERVICECONTRACTImportanttoremember:
1. OnlytheVicePresidentofStudentAffairscansignoffonthePersonalServiceContract.
2. ThePersonalServiceContractalongwiththeDisbursementVouchermustbeapprovepriortotheevent.
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RefreshmentsOrdering
LineItemAccount:• Refreshments(food/beveragesatmee+ngs).• Eventsbudgetscoverfoodforevents.
MBJistherecommendedvendorforallon-campusevents.MBJisfullyinsuredagainsttheliabilityforbodilyinjuryandpropertydamageassociatedwithservicesitprovides.
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RefreshmentsUsinganoutsidevendor
Theoutsidecaterermustprovide:• CateringPermit(current&valid,expiredcopiesnotaccepted).• LiabilityInsuranceCer+ficate(current&valid,expiredcopiesnot
accepted).• Aninvoicefortheorder.
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Toorderforeventotherthatregularclubrefresments
• Tostart,getmenufromcafeteriaregister.
• GotoMBJ(nameofkitchenvendor)businessofficeonthefirstfloor.
• PlaceorderwithMBJ’sbusinessoffice.
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Orderingforevents• Aconfirma+onoforderwillbe
giventoclubsbythekitchen(MBJ)
• Acopyoftheconfirma+onofordermustbeaVachedtotheDisbursementVoucher.
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Orderingforevents
• Filloutadisbursementvouchermatchingtheorder.
• Getsignaturesofclubofficer,club
advisor,andSGAexecu+ve.• Bringbothdisbursementvoucher
andconfirma+onofpaymenttoAssocia+onbusinessofficeinroomS-230
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Toorderrefreshmentsforclubmee+ngs
• Newprocess.Orderingispaperless.• Quickerandmoreconvenient.• Youcanorderfortheen+resemester.
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PaperlessFoodOrdering
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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?
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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
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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.
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OFFCAMPUSEVENTS
• Someclubhaveoffcampuseventsthattakesplaceinthecitywhileothersareoutofstateandovernight.Letusexploreaddi+onalproceduresforoff-campuseventsintheDisbursementProcess.
Off campus college club trips
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OFFCAMPUSEVENTSTRANSPORTATION
Buses• Lowendcarriersareprohibited.• Charteredbusesareidealfor1-dayoutoftowntrips.Trains,airlines,etc.• Somebiddingrequirementsarerelaxedduetonatureof
transporta+on.Localtransporta+on• NotpaidforinNewYorkCity.Book+cketsearlytoavoidpriceincreases.
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OFFCAMPUSEVENTSLODGING
Selec+nghotels• Nobiddingrequiredbutra+ngisconsidered.• Loca+onandameni+esareimportant.Bookingearlytoavoidpriceincreases• Formalistofpeopleforthetripearlyon.Useplaceholdersifnecessary.• Donotuseyourpersonalcreditcardtoreserverooms.Roomingarrangements• Roomscloseproximitytoeachotherispreferred.• Roommatesaresamegender.• Hotel’spolicyonsoundlevelandnumberofpeopleinroommustberespected.
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OFFCAMPUSEVENTSMEALRATES
Updatedmealratesfordifferentloca+ons• Ratesforcommondes+na+onsareprovided.• OtherratesprovidedbytheBMCCABusinessOffice.• Excep+ons.Groupmeals• Howtohandlereceipts.TravelExpensereport• Turninallreceiptswithin3businessdaysajertrip.• Allunspentfundsmustbeturnedin.• Receiptsissueswithsomevendors.
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OFFCAMPUSEVENTSMEALRATES
Mealratesforoffcampusevent
NewYorkCity Boston Washington Philadelphia
Breakfast 17 17 17 15
Lunch 18 18 18 16
Dinner 34 34 34 28
RevisedasofFall2017
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BudgetLineModifica+on
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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.