Business Affairs

Authorization for Direct Deposit of Travel and Expense Reimbursements (PDF)

Business Expense Policies and Procedures Manual (PDF)

Concur Travel and Expense Reporting System

• Concur Website
• Concur Quick Start Guide (PDF)
• Concur Travel and Expense Quick Reference Guide (PDF)

Mileage Reimbursement Policy Change Memo (PDF)

Pre-Approval Travel Request Form (Word)

Travel Request and Expense Reimbursement Form 2020 (PDF)

Travel Request and Expense Reimbursement Form 2019 (PDF)

Note: To ensure accuracy of calculations, open this form and submit responses in Google Chrome.

Please find below the discount Charter Bus Rates and contact information for the University’s contracted Charter Bus provider, Saddle River Tours.  Saddle River Tours should be used by schools and departments for Charter Bus service.  Exceptions should be discussed with Purchasing prior to making arrangements with another charter bus provider.

Please contact Saddle River Tours Charter Department at 800-872-6665 Ext. 213 or 202 for Price Quotes, to make Charter Bus Arrangements and for All Confirmations and Changes to Existing Orders.

For all Charter Issues or Concerns, please contact Cheryl DeFuria at 800-872-6665 Ext. 213 or email [email protected].

St. John’s University Charter Pricing

*Limited Availability

All fees except driver lodging are included in Charter Pricing.

All Charter Rates will remain flat through August, 2017.  Thereafter, there will be a 2% increase each year.
Saddle River Tours has ADA compliant vehicles available for Charter Service per request at no extra charge.

St. John’s along with other members of the Lower Hudson Valley Catholic College and University Consortium enhances its relationship with Enterprise Rent-A-Car and National Car Rental for discount vehicle rentals for both business and personal rentals now under the same program. 

All Renters must be affiliated (e.g., employee, student, alumni, etc.) with the University over the age of 21 are eligible to participate in this program. We encourage you to become familiar with the policies, procedures and requirements outlined on the attached pages before renting a vehicle.

Highlights of the program include:

• Discount daily, weekly and monthly rental rates for both business and personal vehicle rentals at over 7,500 Enterprise and National locations throughout the United States.
   
• Rates for Business and personal rentals include unlimited mileage for compact through full-size car class rentals.
   
• One-way rentals are now also available through National as well as Enterprise and include un-limited mileage for compact through full size car class rentals (Call 1-800-Rent-A-Car for further details.)
   
• There will be a 5% discount off Enterprise and National’s published rates for personal automobile rentals anywhere in the United States.
   
• A wide selection of vehicle car classes to choose from.
   
• Free pick-up or delivery service at either your home or office if renting a car via Enterprise. (This service is not available through National.)  
   
• 24-hour roadside assistance.
   
• Emerald Club member benefits are now available through both Enterprise and National. Member benefits include: guaranteed free-upgrades, opportunities to earn free rental days, and more. Learn more about The Emerald Club...

I am sure that you will continue to find this discount program to be extremely convenient and cost effective. Should you have any questions, please feel free to contact St. John’s University’s Enterprise/National Representative, Christopher Schulman at 917-623-2007 ([email protected]) or contact Jeffrey Weiss, Director of Purchasing at 718-990-6357.

1 The Lower Hudson Valley Catholic College and University Consortium (LHVCCUC) is comprised of ten (10) Catholic Colleges and Universities who are leveraging their joint buying power to achieve efficiencies and cost savings.

The Business Affairs Office maintains the University’s required documentation and exemption certificates for the state sales tax exemptions in the states listed below for goods and services purchased for valid University business expenses.

Certain lodging and meal expenses incurred while traveling on University business may be exempt from state sales tax in some states. (Please be advised that in many states and/or cities, the University is not exempt from hotel/motel room occupancy taxes even though the University may be exempt from sales taxes in that state.) Please print, keep on hand and use these certificates when traveling on University business.

Employee misuse of these certificates may result in severe disciplinary action up to and including termination.

State Tax Exemption Certificates

• Connecticut (PDF) - a form needs to be completed for each vendor, CT-112 (for one time vendors) and CT-123 (for recurring vendors). The first part of the form would be completed by your department, then returned to Business Affairs for signature. Then the form would have to be sent to CT for approval. Each exemption request must be approved by the CT exemption office.
• Florida (PDF)
• Florida (updated) (PDF)
• Illinois (PDF)
• Indiana (PDF)
• Massachusetts (PDF)– To obtain the exemption, the purchaser must provide the vendor with a signed copy of a Sales Tax Exempt Purchase Certificate (Form ST-5) and a copy of the organizations Certificate of Exemption (Form ST-2) along with the letter of renewal (both forms must be used in combination to get the exemption.)
• New Jersey (PDF)
• New York (PDF)
• Pennsylvania  (PDF) (the PA exemption does not apply to hotel occupancy tax)
• Rhode Island (PDF)
• Texas  (PDF) (the Texas exemption does not apply to hotel occupancy tax)
• Wisconsin (PDF)

St. John’s University is implementing a convenient new payment option for our suppliers, and going forward would like to pay all future invoices with a Visa credit card. Under this new option, we would like for you to keep our Visa card number on file. If you are unable to keep the card number on file you can elect to receive the card account information with each payment via secure email. Please continue to invoice us as per our current terms and conditions. Once we approve an invoice for payment, an electronic remittance advice will be sent to your company via email or fax, along with approval to charge the card for the authorized net amount. The remittance advice will include statement-type information such as invoice numbers, date and amount for invoices. 
 
Benefits include: 

• Saving time and money – reduces the labor, hassle, expenses and risk associated with checks. 
• Accelerated receipt of cash, as funds are typically deposited within 48 hours of the credit card transaction. 
• Requiring no change to current invoicing procedures. 
• Going green paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks. 
• More detailed payment information such as associated purchase order or contract number. 

St. John's University’s facilitator for this new payment option is Bank of America. If you are interested in learning more about ePayables and it’s benefits or accepting this form of payment, please visit bankofamerica.com/epayablesvendors or contact Sharmila Nigalye at 718-990-6046 or [email protected]
 
St. John's University appreciates your products and services, and we look forward to providing your company with this more efficient payment option.  

For question or comments, please contact Elionora Ustaev at 718-990-5801 or email [email protected].

First Responder Wireless Communication Agreement (PDF)

Justification for a Sole Source Purchase (PDF)

P-Card Agreement (Word)

P-Card Application (Word)

P-Card Change/Cancellation Form (Word)

Purchase Order Terms and Conditions (PDF)

Purchase Requisition Form (PDF)

Request for Quotation Form (PDF)

Summary Bid Form (PDF)

Vendor Request Form (Word)

W-9 (PDF) – Request for Taxpayer Identification Number and Certificate Form

W-8BEN (PDF) – Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting Form

W-8BEN-E (PDF) – Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)

Wireless Communication Stipend Agreement (PDF)

Accounts Payable Vendor Creation Policy (PDF)

Bookstore Purchasing Policy Using University Funds (PDF)

Business Expense Policies and Procedures (PDF)

Catering Services Policies and Procedures (PDF)

Check Requisition Manual (PDF)

Check Requisition Creation and Processing Policy (PDF)

Corporate Liability Credit Cards Guidelines and Policies (PDF)

Gift Card Policy (PDF)

On-line Purchase Requisition User Reference Manual (PDF)

P-Card Policies and Procedures (PDF)

Purchasing Policies and Procedures (PDF)

University Fleet Maintenance and Safety Policies and Procedures Manual (PDF)

User Access Request and UIS Instruction (PDF)

Wireless Communication Device Policy and FAQ’s (PDF)