CUNYfirst e Procurement Workshop The Office of Institutional

CUNYfirst e. Procurement Workshop The Office of Institutional and Academic Programs 1160 Boylan Hall 718. 951. 5102

Topics • • What’s New? e. Procurement Chartfields Budget Query Creating and Submitting Requisitions Purchase Requisition Approvals Track and Manage: e. Procurement Notes Creating and Submitting Receipts

What’s New? • Member Organization and Non-Tax Levy Operating Account have been merged and are now called ‘Non-Tax’. • New business units: • Tax Levy / IFR BKLPR • Early Childhood Center BKL 04 • Non-Tax BKL 55

Non-Tax Levy Requisitions A Non-Tax Levy purchase requisition must be submitted if any of the following criteria are met: • The total of the items being ordered from the vendor costs more than $1, 000 (excluding reimbursements) • The vendor requires a purchase order to ship the items • Honoraria • The items are capital assets that must be tagged by the Office of Property Management • A contract must be signed, or if there are terms and conditions

What is e. Procurement? CUNYfirst e. Procurement is a self-service purchase requisition module that allows end users to control their OTPS spending. End users may submit and track their requests throughout the procurement process.

e. Procurement Workflow

e. Procurement Workflow

Requesting and Procuring Goods and Services Requester: 1. Check the budget 2. Obtain quote(s) 3. Create and Submit a purchase requisition Supervisor/Approver: 1. Review and approve requisition Office of Purchasing and Contracting: 1. Assign purchase requisition to a Buyer 2. Buyer works on procuring items/services 3. Create and approve a purchase order

e. Procurement Checklist q Check Budget q Create and Submit Requisition q Approvals q Track and Manage q Create and Submit Receipt

Chartfields • Each Tax Levy and Non-Tax Levy budget in CUNYfirst is represented by a combination of numbers called ‘chartfields’ • Your chartfields can be found by using the following crosswalks: • Tax Levy / IFR Chartfield Crosswalk • NTL Chartfield Crosswalk • Every e. Procurement user has a default set of chartfields, which can be modified as necessary.

Chartfield Crosswalk Navigate to: Brooklyn. cuny. edu/budget > Resources > Instructions and Guidelines > CUNYfirst Chartfield Crosswalk

Budget Query Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Reporting Tools > Query Viewer

e. Procurement Checklist ✔ Check Budget q q Create and Submit Requisition q Approvals q Track and Manage q Create and Submit Receipt

Create and Submit Requisition Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > e. Procurement > Create Requisition

Category Crosswalk Navigate to: brooklyn. cuny. edu/budget > Resources > CUNYfirst OTPS Category Crosswalk

e. Procurement Checklist ✔ Check Budget q ✔ Create and Submit Requisition q q Approvals q Track and Manage q Create and Submit Receipt

Approvals Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Worklist

e. Procurement Checklist ✔ Check Budget q ✔ Create and Submit Requisition q ✔ Approvals q q Track and Manage q Create and Submit Receipt

Track and Manage: e. Procurement Notes Navigate to: brooklyn. cuny. edu > Web. Central > E-Services > Restricted Administrative Applications > e. Procurement Notes

e. Procurement Checklist ✔ Check Budget q ✔ Create and Submit Requisition q ✔ Approvals q ✔ Track and Manage q q Create and Submit Receipt

How to Pay Requester: Upon receiving the items or services from the vendor, create a receipt in CUNYfirst and submit supporting documentation. Support documentation consists of: 1) Packing slip 2) Invoice 3) CUNYfirst receipt confirmation page 4) Payment request form (non-tax only) Receipts for tax levy should be submitted to Accounts Payable (1424 Boylan Hall) and for non-tax, to the FBSC (1146 Boylan Hall).

e. Procurement Workflow

Create and Submit Receipt Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Purchasing > Receipts > Add/Update Receipts

e. Procurement Checklist ✔ Check Budget q ✔ Create and Submit Requisition q ✔ Approvals q ✔ Track and Manage q ✔ q Create and Submit Receipt

Contacts Regarding a specific requisition or purchase order: • e. Procurement Notes (BC Web. Central) Budget: EXT 5220 • Michael Lanza (mlanza@brooklyn. cuny. edu) • Tax Levy Budget Reports (tlbr@brooklyn. cuny. edu) CUNYfirst Requisitions: EXT 5116 • David Gretah (dgretah@brooklyn. cuny. edu) Trainings: EXT 1550 / 5102 • Patrick O’Connor (patricko@brooklyn. cuny. edu)

Contacts Accounts Payable: EXT 5421 • Gulnoza Shakirova (gshakirova@brooklyn. cuny. edu) Fiscal and Business Services Center (FBSC): EXT 5241

Register for our other classes! • Brooklyn College Knowledge • Budget Basics • Introduction to Purchasing • Introduction to Travel & Expense • Travel & Expense Workshop