Central Depository FAQ
Find answers to common questions about club funding and procedures
Pro Tip: Use Ctrl+F (or Cmd+F on Mac) to search for specific keywords like "payment", "purchase", "service", or "vendor" to quickly find what you're looking for!
Club Funding is Student Activity Fee (SAF) – money that is the total of fees collected at the time of registration from all full/part-time students at the college. It comes directly from your tuition.
📚 Learn More: Undergraduate Tuition and Fees | Graduate Tuition and Fees
⚠️ IMPORTANT: THERE IS A MAXIMUM WE CAN SPEND PER FISCAL YEAR. THIS MONEY IS NOT INFINITE! IT COMES FROM YOUR TUITION!
The student governments (either USG or GSO) will transfer funding from their account to your account.
📞 Contact Information:
✅ Approved Uses:
🎯 In General: Club funds are typically used for event expenses (starting with the Event Request Form), payment of speakers/DJs or other services, reimbursements (as needed/approved), and outstanding bills from previous years.
📜 Policy: SAF funds should be used for the benefit of the student body as a whole and must be in line with the mission of the group. – Section 16.2 of the Board of Trustees Bylaws
❌ Prohibited Uses:
📋 Remember: SAF funds should be used for the benefit of the student body as a whole and must be in line with the mission of the group.
📅 Planning Timeline: If you're having a big event, start planning at least three months ahead.
🎯 Why Plan Ahead?
⚠️ Warning: Our office will NOT be able to process items that are not planned for as we get closer to the end of the fiscal year.
📋 Process Requirements: Your paperwork (ERF) and budget requests must be processed through S.A.I.L with a liaison, U.S.G, and the Student Center to coordinate purchasing and vendor communication.
🕐 Time Investment: This takes time and effort – plan thoroughly to ensure your event is a success!
The Brooklyn College Association (BCA) is responsible for administering and overseeing the Student Activity Fee (SAF). The BCA and its Budget Committee meet monthly to review funding requests and make recommendations.
🔍 BCA Reviews:
📢 Meeting Info: All requests must follow the submission timeline to be included in the agenda. BCA meetings are posted in the Bulldog Connection.
⏰ Payment Timeline: Vendors for events should be paid within 30 days of the event.
📋 Requirements:
🌍 Cultural Diversity Note: If your club requires service from a culturally diverse vendor, someone in your club may be needed for assistance with communication!
📝 Process (3 Steps):
Get Quote: Ask for an itemized quote from the vendor. Review our preferred vendor list for confirmed vendors.
Submit Form: Attach the quote to a Purchase Form and submit to Central Depository. Brooklyn College student clubs are tax-exempt (number is on the form).
After CD Approval:
📋 Note: FOR FOOD / PROMO ITEMS ONLY
⚠️ Special Process: All expenditures over $999.99 require approval by the BCA and must follow the Office of Procurement's process.
⏰ Timeline: Allow at least six (6) weeks for the process.
📋 Requirements: A price quote from three different suppliers is recommended for tangible items. Include a description of the product and, if a desired supplier is identified, provide two additional comparative quotes.
✅ Yes, but with conditions: Club members may request reimbursement for items purchased in relation to club events or for their clubs specifically.
⚠️ IMPORTANT DISCLAIMERS:
📋 Required Documents (5 items):
Non-Tax PO Voucher Form
Form Requirements:
Receipts (up to 5 per form)
Proof of Payment (from person being reimbursed)
All Relevant Backup Documentation
CUNY Substitute W-9 Form
⚠️ IMPORTANT: INCOMPLETE PAPERWORK WILL BE RETURNED
🎯 Service Payment Required: These professionals provide a service and require payment. Therefore, a Service Payment is necessary.
🎭 Services Include: Speakers, DJs, Artists, etc.
⚠️ Important Rules:
📋 Requirement: The Event Request including the service must be submitted and approved in Bulldog Connection.
🔗 Location: The Service Payment Link is located under "Essential Pre-Event Forms" on the "Pre Events Forms" page.
Direct Link: Service Payment Link
📋 Process:
Get an itemized quote for the items you wish to purchase. Review our preferred vendor list for confirmed vendors.
Attach the quote to a Purchase Form obtained in office, or on the "Pre Events Forms" page and submit it to our office.
Submit your artwork for the items to our email at CD@brooklyn.cuny.edu
📦 When Picking Up Items from Room 314:
⚙️ Processing: We process your forms once received. The process includes review, numbering, and staff sign-off. Orders are then placed so items can be delivered to the Central Depository for club pickup.
