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Finance and Administration

CUNYfirst Procurement User Access Request Form

 

Guide to Completion:

This is a required form to establish and/or change access to the CUNYfirst Procurement "Financials Supply Chain" module which grants system users the capability to purchase tax levy funded goods or services.  

The completed form must be requested by the employee's manager and submitted to IT Security in NA 1/506.  

No employee may request access for themselves.  

For transferring employees, a separate form must be completed from the Campus and/or Department transferring FROM and TO in order to modify access in both areas.  This request must be made in advance of the Effective Date of the personnel action. 

The form should be completed electronically to ensure legibility.


Page One

Employee Information Section – TO BE COMPLETED BY USER:

CUNY requires completion of ALL fields and employee signature acknowledging the "Confidentiality Statement":
a.    Last Name and First Name
b.    CUNYfirst Employee ID (8 digit ID provided when the user claimed their account in CUNYfirst)
c.    Job Title
d.    Business Unit/Campus = CTY01/CCNY
e.    Department Name
f.    Work Phone
g.    CUNY email address
h.    Employee Signature and Date 

CF_Page1_Empl

 

Procurement Roles – TO BE COMPLETED BY EMPLOYEE’S MANAGER:

  • Check “Add” or “Remove” next to the appropriate role(s)

  • If multiple roles are assigned or deactivated, then ALL of the appropriate areas of the form must be completed


Available Roles
RequesterRequester's Supervisor
Department Approver
Category Approver

Requester

If the user will create requisitions under their own name, they are a requester.  A requester is defined by CUNY as the person who is responsible and accountable for purchases.

  • On page one under Procurement Roles check "Add" or "Remove" next to the role description "Requester."

 

CFProcRoles


  • Scroll to Page Two – "Additional Information for Specific Procurement Roles" section one - "1) For Requester (To be verified by Supervisors/Department Heads). Work with your local Budget Office for assistance"


Requester - "Additional Information for Specific Procurement Roles" - PAGE TWO

CUNY requires completion of ALL (13) fields:


a. Supervisor Employee ID

  • 8 digit CUNY Employee ID of the Requester's Supervisor who approves requisitions.  ALL Requesters must specify their Supervisors.  Requesters must submit a new form to record a change of Supervisor.

b. Location and Ship To

  • Requester's  CUNYfirst building and office number where goods are delivered:

    CUNYfirst Building Designation
    Campus Location
    25-7-6725 Broadway (CWE)
    ABWille Administration Building
    CGCompton- Goethals
    HRHarris Hall
    MSMarshak Science Building
    NANorth Academic Center
    SASpitzer School of Architecture
    SHShepard Hall
    STSteinman Hall
    WGWingate Hall


c. Requester Phone and Requester Fax (please indicate the complete number)

d. GL Business Unit = CTY01

Refer to your department's ChartField Structure for completion of the next (7) fields. The following fields establish the Requester's DEFAULT chartfield structure:

e. Default Fund (typically 10 or 11).  Refer to your department's chartfield structure for the correct value.

f. Default Department

  • 5 digit CUNYfirst department number.  Refer to your department's chartfield structure for the correct value.


g. Default Major Purpose

  • 3 digit code used to track university or college-wide activities and drives year-end reporting.  Refer to your department's chartfield structure for the correct value

h. Default Operating Unit

  • 4 digit code that identifies sub-business units or sub-entities.  Refer to your department's chartfield structure for the correct value (typically 9999)

i. Default Program

  • 5 digit code that allows for reporting and segregating revenue and expenses by program.  Programs ARE NOT departments.  Refer to your department's chartfield structure for the correct value (typically 99999)

j. Default Funding Source

  • 6 digit code used to monitor revenue earned from education/operating programs and sponsored projects (may include donor contributions, scholarships, loans and endowment income).  Refer to your department's chartfield structure for the correct value (typically 999999)

k. Default Special Initiative

  • 4 digit code that identifies trans-departmental activities.  Refer to your department's chartfield structure for the correct value (typically 9999)

CF_Addit_Roles






























If no other roles need to be defined, proceed to PAGE THREE of the form.  However, if multiple roles are assigned, then ALL appropriate areas of the form must be completed.  


Requester's Supervisor

The Requester's Supervisor is responsible for the first in a series of approvals for new and edited requisitions. ALL supervisors of requesters must have this role assigned.

  • On page one under Procurement Roles check "Add" or "Remove" next to the role description "Requester's Supervisor."



CF_Req_Supvr


 





 

 

 

 

 

 

 

 

No additional fields will need to be entered on PAGE TWO. 

The Requester associated with this Supervisor will be defined in a separate form for the Requester.  However, if multiple roles are assigned (or deactivated), then ALL appropriate areas of the form must be completed.

TIP: In order to streamline the approval process, it is recommended that Requester's Supervisors also assume the roles of, both, Department Approver - Level 1 and Level 2. 

  • If no other roles need to be defined, proceed to PAGE THREE of the form.  However, if multiple roles are assigned, then ALL appropriate areas of the form must be completed.   

 

 

Department Approver

Department Approvers will approve requisitions and validate budget availability and department purchasing priorities.  If your department wants multiple layers of approval, one form will have to be filled out for each individual approver.

  • On page one under Procurement Roles check "Add" or "Remove" next to the Role Description "Department  Approver - Level 1" and/or "Department Approver - Level 2"


CF_Dept_App

Scroll to PAGE TWO under section three – "3) For Department Approver (Level 1 and Level 2)"

a. Enter the new Approvers 8 digit CUNYfirst EMPLID
b. Enter the 5 digit CUNYfirst Department ID number

CF_Dept_page2
 

TIP: In order to streamline the approval process, it is recommended that Department Approvers (Level 1 and Level 2) also assume the role of Requester's Supervisor.

  • If no other roles need to be defined, proceed to PAGE THREE of the form.  However, if multiple roles are assigned, then ALL appropriate areas of the form must be completed.

 

    
 

Category Approver

The Category Approver role is only available to users in Information Technology, Environmental Health and Safety or Facilities. If the user will be responsible for approving purchases for IT equipment, facilities items, or hazardous materials they are a Category Approver.

 

On page one under Procurement Roles check "Add" or "Remove" next to ONE Category Approver Role:

a. IT Category Approver OR
b. Facilities Category Approver OR
c. Hazmat Category Approver 

CF_Category_Apprs

  •  If no other roles need to be defined, proceed to PAGE THREE of the form


Page Three

Primary Permission List and Row Level Security:

Under the heading "Primary Permission List and Row Level Security is Required (Normal Handling)," check the appropriate box based on the users business unit (CTY01).  Typically, most users should check CUFSDPAPxxx (Procurement Only)

CF_Primary_Permission


Only one Primary Permission List is required.  No other information is required on page three OR page four.  Proceed to page five of the form.

PAGE FOUR

WorkStudy Payroll Taxes (Central Office - Only):

You may skip this page.  Information on page four of the form is for CUNY Central Office use only.  Proceed to page five of the form.


Page Five - Approvals and Special Consideration:

Employee

Complete all the fields in the section "For Employee"

a. Last Name of employee
b. First Name of employee
c. Date of Security Activation - If adding a new role, enter the current date here
d. Date of Security Deactivation - If removing a role, enter the current date here

 

CF_for_employee

 

Manager of Employee

Complete all the fields in the section "MANAGERIAL REQUEST"

a. Business Unit = CTY01
b. Department
c. Requesting Manager Last Name
d. Requesting Manager First Name
e. Requesting Manager Signature
f. Date


CF_Managerial_Req

Submitting the form:

Requesters/Inspectors must obtain the signature of the Business Manager, Mario Crescenzo located in Wingate Hall Room 112, in the "Approvals" area of the form.

Supervisors/Department 1/Department 2/Category Approvers must obtain the signature of BOTH the Business Manager, Mario Crescenzo (WG112) and the VP for Finance & Administration, Felix Lam, located in Wingate Hall, room 204. 

Forward completed forms to IT Security in NA 1/506 for processing. 

Incomplete or inaccurate forms are not acceptable and will be returned.

CF_Approvals  
 
The employee will receive a confirmation email from helpdesk@ccny.cuny.edu