F. EVENTS

Signatory Power

Only the The Trustees of Columbia University in the City of New York or a person delegated by the Trustees have the authority to sign contracts on behalf of the University.

All contracts and agreements requiring any form of signature must be addressed to “The Trustees of Columbia University in the City of New York” on behalf of your department, and sent to events@law.columbia.edu

  • The designated signature field must also be addressed to “The Trustees of Columbia University in the City of New York.”

Event Contract

Event contracts must be submitted to the Business Office for vetting in advance of event. Once a contract is vetted, an amendment may be created and sent to the vendor for signature. A copy of the fully executed contract will be sent to the department as it must be attached to the invoice when submitting for payment processing. 

  • Certain vendors have negotiated master agreements with Columbia. We strongly encourage departments to use vendors that have previously been vetted and approved by the University to ensure expedited process (usually within 5 business days). View the complete list of vendors: Columbia Master Agreements 

Writer Agreement

Writers require a Writer Agreement also known as a Release Agreement.  The turnaround for a signed agreement is generally within 10 business days. A copy of the fully executed agreement will be sent to the department as it must be attached to the invoice when submitting for payment processing. 


Performance Agreement

Professional artists and performers such as actors, musicians, orchestras, ensembles, DJs, dancers, and magicians, require a Performance Agreement, also known as an Artist Agreement. The turnaround for a signed agreement is generally within 10 business days. A copy of the fully executed agreement will be sent to the department as it must be attached to the invoice when submitting for payment processing. 

Columbia Law School issues letters of credit for gatherings of 29 or fewer attendees and delivery of food on campus to local preferred vendors. We kindly ask to submit requests in advance of the event. 

To request a letter of credit, email events@law.columbia.edu with the subject Letter of Credit and provide the following information:

  • Vendor: 
  • Person making purchase: 
  • Name of your department: 
  • Faculty name & UNI (if applicable): 
  • Purpose: 
  • Event date: 
  • Location: 
  • Attendees*: 

*List full names of attendees if 10 or fewer

Catered events on campus, i.e. with wait staff and other labor, strictly require a purchase order. Please reference Purchase Orders for more information. The following list of vendors are our preferred caterers and departments are strongly encouraged to cater their events using one of these vendors:

  • Alice on Six
  • Between the Bread
  • Dig Inn Seasonal Market
  • Food Trends
  • Gracious Thyme
  • K of New York LLC
  • Kitchenette
  • Scholastic
  • Sterling Affair
  • Y&P Enterprise/Corner Café

For the Law School, to arrange a third party event, a Law School department must agree to sponsor the event and assume responsibility of all costs in the event the third party does not reimburse the funds to the Law School.

The sponsor department covers all expenses associated with the event and is responsible for making all arrangements necessary including but not limited to: 

  • Obtaining information and required documentation
  • Providing chartstring to facilities, building services, and special events
  • Keeping record of all expenses associated with the event
  • Invoicing the third party and deposit of reimbursed funds

Uses

A P-Card is a procurement card used to purchase goods and limited services authorized by the University. The most common items approved for purchase using the P-Card are:

  • Books
  • Conference fees
  • Membership costs
  • Subscriptions 
  • Postage 
  • Media storage
  • Office supplies - not available at Staples
  • Supplies and materials - not available at Staples
  • Promotional items - strictly from these exclusive vendors
  • Food delivery on campus - strictly food delivered and consumed on campus

Restrictions 

Cardholders have a monthly credit limit set and based on normal expenditures, as well as a single transaction limit that cannot exceed $2,500 per purchase. Splitting the purchase into multiple transactions to circumvent the single transaction limit is strictly prohibited. The following items are strictly prohibited and cannot be paid using the P-Card:

Restricted Items 

  • Alcohol 
  • Flowers 
  • Fruit baskets
  • Gifts (ex. gift baskets, gift cards)
  • Edible arrangements 
  • Entertainment
  • Food off campus
  • Catering 
  • Parking
  • Auctions (ex. ebay)
  • Fines
  • Foreign fees (ex. visa fees)
  • Donations
  • Purchases using a Paypal account
  • Promotional items (not purchased from our exclusive vendors)

Issues

Cardholders are encouraged to work with the vendor to resolve any issue related to their purchases. To dispute an unfamiliar charge, the cardholder must file the dispute within 60 days of the transaction date. All disputed transactions must be reconciled by adding a comment explaining the transaction is in dispute with the bank, changed to "verified" status, and approved before the hardclose deadline. 

To report a lost or stolen P-Card, immediately call Bank of America Customer Service at (888) 449-2273. To request a replacement of a damaged P-Card, notify the P-Card Team at pcard@columbia.edu 


Reconcile

Cardholders are encouraged to reconcile their purchases as soon as the transaction has posted; prior to internal deadlines and in advance of hardclose. Here are the steps to guide you through the process from start to finish:

Step 1: Cardholder determines items to be purchased are approved to be paid using the P-Card.

Step 2: Cardholder informs the vendor the University is tax exempt (if applicable) and makes the purchase.

Step 3: Vendor charges the P-Card and provides cardholder with an itemized receipt showing confirmation of payment. Cardholder is responsible to obtain a valid receipt for reconciling purposes which must be filed according to record retention policy. 

Step 4: Cardholder determines the receipt is itemized and shows confirmation of payment. Cardholder saves receipt in PDF format with the proper naming convention: 

  • Hotel transactions: uni-cardholder_billcycle_vendor_guest_$amount
  • All other transactions: uni-cardholder_billcycle_vendor_$amount

Step 5: Cardholder reconciles purchase:

  • Allocates “Staged” transaction to the proper speedchart and 5-digit account.
  • Add the standard description and upload the receipt with the proper naming convention.
  • Validate budget to ensure budget status is valid.
  • Set transaction  to “Verified” status and save.

Step 6: Verified transaction will route for review and approval. Approver will notify the cardholder if correction is deemed necessary. Once the transaction is approved, it will appear under statement status "Closed."