CUNYfirst NonTax Levy e Procurement Workshop The Office

CUNYfirst Non-Tax Levy 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

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 Tax Levy and Non-Tax Levy OTPS spending. End users may submit and track their requests throughout the procurement process.

e. Procurement Workflow

How to Buy 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 • Just like Tax-Levy budgets, Non-Tax Levy budgets are represented by a combination of numbers called ‘Chartfields’ • Your chartfields can be found by using one of the Chartfield Crosswalks. • CUNYfirst Chartfield Crosswalk • CUNYfirst NTL Chartfield Crosswalk • Every e. Procurement user has a default set of chartfields, which can be modified as necessary.

NTL Chartfield Crosswalk Navigate to: Brooklyn. cuny. edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst NTL 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 > Training Series and Resource Library > Instructions and Guidelines > 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 to the Fiscal and Business Services Center (FBSC): Enter the vendor’s invoice into CUNYfirst and submits a voucher to the Office of Accounts Payable where a payment is issued.

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)

Register for our other classes! • Brooklyn College Knowledge • Introduction to Purchasing • Budget Basics • e. Procurement Workshop 1: How to Buy (Requisitions) • e. Procurement Workshop 2: How to Pay (Receipts) • Introduction to Travel & Expense • Travel & Expense Workshop • Introduction to Facilities