Campus Activities

A. Labor and Service Requests

After checking the College Calendar for available dates and after reserving a room for your event, you must assess your technical needs (i.e.; moving furniture, setting up chairs or tables). Labor for moving furniture, carpentry work, providing electrical set-ups, firewatch, air-conditioning and heat must be provided by Vassar's unionized employees through the Buildings and Grounds Service Center. In order to obtain services from Buildings and Grounds Service Center, VSA organizations must have their SARC intern complete a Service Request Form. The College requires firewatch, Event Staff, and/or security at most events. Sponsors are responsible for adhering to the regulations. Departments need to contact the Office of Campus Activities for all Service Requests needed in all rooms reserved by Campus Activities or for any request involving equipment (tables, chairs, risers, etc. in other locations on campus).

Labor Costs

The costs will serve as a guideline for determining your expenses. Contact your SARC Intern or go to the Office of Campus Activities for the labor costs of B & G, Security, Firewatch, etc.

**All Service Requests must be completed at least two weeks prior to the event.

Payment Procedures for On-Campus Programming

Knowing how to purchase on-campus goods and services for an event is very important in the event planning stage, because events do not just happen on their own. Programs usually require help and assistance from people andplaces that specialize in certain areas of operation needed for your event.

Back to Top

B. Payment Procedures: Requisitions/PO's;/Petty Cash)

Purchase Requisitions

A completed requisition form is needed to purchase goods and services (short form); to be reimbursed or to obtain petty cash (long form). Student organizations must have all requisitions countersigned by the VSA Treasurer. All requisitions for alcoholic beverages must be approved by the Executive Director of Campus Activities. There are two types of requisition forms, short and long, used in purchasing. Below are guidelines for completing the two kinds of requisitions:

a. Short Requisition Form -- for purchase orders (used for the purchase of supplies, and services)

*Follow these steps for completion of your purchase order!

Step 1: Fill out the form completely, making sure all information is accurate.

Step 2: Have your organization's treasurer sign all four copies of the requisition.

Step 3: Have the VSA Treasurer ALSO sign the requisition.

Step 4: Give the gold copy of your completed requisition to your Treasurer and hand deliver the original Requisition to the Purchasing Department for processing. Allow at least 3 business days for processing.

b. Long Requisition Form -- (for reimbursements, petty cash, fees/payment to non-Vassar individuals)

Complete the requisition supplying the following information:

• Date, organization, name and budget number
• Name and address person/company check is to made out to
• W-9 when necessary
• Brief description of the expense
• Amount to be paid
• Clearly indicate any phone number for contact, or special circumstances and whether check is to be picked up or mailed
• Print legibly

All requisitions must be signed by your organization’s treasurer AND the VSA Treasurer.

All contracts with a W9 must be brought to Terry Quinn, Executive Director of Campus Activities for signature. Please allow two weeks.

Give the gold copy of the requisition to your treasurer and send or deliver the original requisition (white/yellow & pink copies) with ORIGINAL RECEIPTS or ORIGINAL CONTRACT to the Controller’s Office, third floor Baldwin, and see Effie Manderville, for processing.

Allow 3 Business days for processing.

The College’s Tax Exempt status does not permit reimbursement of sales tax

Things to keep in mind for Invoice payments:

• Checks are processed and available on Wednesday and Friday after 3:00pm
• Paperwork must be received 3 days prior to the check run date
• Timing is very important! Plan ahead to allow yourself enough time to get all required signatures and get it to the Controller’s Office in time to process. Keep in mind payment dates promised to vendors.
• When paying someone for services provided, you must supply us with their address and Social Security Number. Please pick up a W-9 form from the Controller’s Office or CAO beforehand and include a completed copy of the form with the requisition for payment. (The College needs this information for tax purposes).

DO NOT PAY PEOPLE FOR SERVICES OUT OF YOUR OWN POCKET OR DOOR RECEIPTS

Purchase Orders (PO Numbers)


A Purchase Order is required PRIOR to any purchase of goods or services made with Vassar funds. A purchase order is the accepted instrument used to procure goods, materials and services for the College Community. It spells out the agreement between the buyer and the seller, and once accepted, has the legal force of a binding contract, committing the buyers to accept and pay for the described goods and the supplier to deliver them as ordered.

If you wish to buy in person from a store, order an item, or obtain outside services, you must first obtain an authorized Vassar College purchase order. The supplier will want it as a guarantee of payment; in effect, it allows you to charge goods and services. Each transaction (short form requisition) requires a separate purchase order number.

Guidelines for obtaining a purchase order:

1. Get a requisition from the VSA treasurer. Fill out all the pertinent information before he signs it.
2. Take your signed requisition to the Purchasing office. Once the requisition is verified and approved by the Purchasing and Accounting Offices, then a purchase order will be issued and authorized by a purchasing officer.Allow 3 business days for processing.
3. If you wish to obtain items or services directly, the purchase order can be hand carried by the requisitioner to the supplier. Otherwise, the purchase order will be mailed to the supplier for items or services to be rendered. A prepaid check may be issued to be hand carried to the supplier for immediate pickup of items.
4. Once the transaction is completed, Receiving copies corresponding to the purchase order should be checked and signed, indicating that the service was rendered, and then submitted to the Purchasing Office immediately.

Petty Cash

All VSA organizations are allotted up to $100.00 for petty cash. There are three types of petty cash payouts:
1. You need to make a purchase for your organization or department.
2. You request petty cash for start-up change for your dance or event.
3. You paid money out of pocket for a purchase for your organization or department and need to be reimbursed for it.

How To Obtain a Cash Advance (max amount $100):

1. Fill out a requisition form as explained before and include your name and box number.
2. List items to be purchased and amount requested. Remember – the maximum advance is $100.
3. Write “Receipts to follow” and “Petty Cash” on requisition.
4. Make sure you have the signature of your organization’s treasurer and the VSA Treasurer.
5. Keeping the gold copy for your organization’s records, send or bring the completed requisition to the Controller’s Office, third floor Baldwin. The Controller’s Office will return the approved and stamped yellow copy to you. Take this to the Cashier’s Office (Main Building) where you will receive cash.
6. After you have used your funds, return any change to the Cashier’s Office to redeposit into the organization’s account. You will be given a *receipt from the Cashier which must be submitted with store receipts. The total amount of receipts must equal the original advance amount thus satisfying the advance.
7. Return all ORIGINAL DATED RECEIPTS (including cashier’s receipt) and the copy of the gold requisition to the Controller’s Office, (Effie Manderville) to account for all funds advanced to you ASAP. Keep copies for the organization’s files. Clearly indicate name on receipts. Important: the Controller’s Office cannot accept cash. *receipt only - therefore remember to turn the cash in to the Cashier’s Office.

THINGS TO KEEP IN MIND FOR CASH ADVANCES:

• ONLY one advance will be issued per person at one time. When the first advance is accounted for with receipts, another may then be given.
• When you receive funds for a cash box, remember to bring the receipt from the Cashier’s Office to our office after you have re-deposited the funds.
• YOU ARE LIABLE FOR THE ACCOUNTABILITY OF THESE FUNDS. If receipts are not received in a reasonable time frame your personal account will be charged through the Office of Student Accounts. Within the same calendar month is reasonable.
• LEAVE YOURSELF ENOUGH TIME TO PROCESS EVERYTHING! THE CONTROLLER’S OFFICE NEEDS at least 3 days to process the work! DO NOT WAIT UNTIL THE LAST MINUTE.
• Please print legibly.

Back to Top

C. Payment Procedures: Purchase Orders with SEO

Payment Procedures for Student D.J.’s, Bands, Etc.

**All payments for any student employed must be made through the Student Employment Office (SEO). Whether it's a D.J., musician, or campus band any current student hired to provide service of any kind must be paid through the Student Employment Office.

The Student Employment Office is located in Main S-182 and provides the VSA with a special VSA Hiring Form to pay students who perform services for VSA organizations. The form is available online via the Student Employment website under the Forms section for students, or directly at http://studentemployment.vassar.edu/pdfs/app_vsa.pdf, and also available at the VSA Office, the Student Employment Office (SEO), and in the Campus Activities Office. One form is required for each individual hired, in the case of a band, one form is completed for each band member.

Each person to be paid is technically being hired by the College and therefore that individual must have certain forms on file in the SEO. The required forms are the W-4 and I-9 Forms:

1. W-4 Form – This form is used for payroll and federal tax purposes and is located on file at the Student Employment Office and must be filled out by the employee
2. I-9 Form (Employment Eligibility Verification) – This form is on file at the Student Employment Office. The employee must complete this form in person. The I-9 requires proof of citizenship; therefore, an individual must have a real social security card and a photo ID ready or a passport (expired acceptable), OR a certified birth certificate and a photo ID. Photocopies and fax copies are not acceptable. Additional information about the I-9 is available on the Student Employment website at http://studentemployment.vassar.edu/student.html.

**Check with the SEO to see if the students you are hiring have completed these forms. If the student has worked on campus the chances are good that he or she will have already completed the forms but the SEO encourage treasurers to check with the SEO directly and in advance of the event

Back to Top

D. On-Campus Hiring SEO Policies for the Department Hiring Form

Because organizations generally hire students on a one-time only basis, 'one-time payment' and the amount will usually be indicated as well as the beginning date and the end date on the Department Hiring Form (DHF).

• The students name and Vassar ID number are required on the DHF.
• The deadline for submitting a Department Hiring Form is on the Friday before the 2 week pay period ends.
• The Department Hiring Form will need your Treasurer's or Department Chairperson's signature and the VSA Treasurer's signature.
• If you submit the Department Hiring Form by the Friday following your event, then the employee should receive a check within the next two weeks.

*Please consult the Student Employment Payroll calendar for payment dates at http://studentemployment/calendar.html.

Off-Campus Hiring Policies

If the person you are hiring is from off campus, they are considered a "vendor" and not an "employee".

• Therefore you must process payment for them through the Controller's office. You must complete a contract, which is available in the Campus Activities Office, SARC, or use the contract provided by the Agency. Leave in the Contract Bin in the Campus Activities Office.
• Instead of filing an I-9 and W-4, the off-campus person(s) must complete a W-9, which is available through the Controller's office, Campus Activities Office, or SARC. (see page 33 for sample W-9). Attach a Long Requisition Form, have the VSA treasurer sign it. Give the gold copy of the requisition to your treasurer and send or deliver the original requisition (the white/yellow & pink copies) with ORIGINAL RECEIPTS or ORIGINAL CONTRACT (Faxes or copies, not accepted) and then carry it to Baldwin, third floor, the Controller’s Office, to Effie Manderville, room 304, for processing.

Things to keep in mind for Invoice payments:

• Checks are processed and available on Wednesday and Friday after 3:00pm
• Paperwork must be received 3 days prior to the check run date
• Timing is very important! Plan ahead to allow yourself enough time to get all required signatures and get it to the Controller’s Office in time to process. Keep in mind payment dates promised to vendors.
• When paying someone for services provided, you must supply us with their address and Social Security Number. Please pick up a W-9 form from our office beforehand and include a completed copy of the form with the requisition for payment. (The College needs this information for tax purposes).

DO NOT PAY PEOPLE FOR SERVICES OUT OF YOUR OWN POCKET OR DOOR RECEIPTS

Back to Top

E. Contracts

If applicable - two weeks prior to the event submit copies of the proposed contract to be signed by the College. Terry Quinn, Executive Director of Campus Activities, must sign all entertainment/lecture contracts, for VSA organizations.

In the event of a cancellation or change of plans, notify the Office of Campus Activities immediately.

Back to Top