CUNYfirst Procurement

The upgrade of CUNY’s financial systems into one integrated package is a key element of CUNYfirst. One of the main areas of the CUNYfirst finance pillar is procurement which includes: purchasing, accounts payable, travel and expense requests/approvals and credit card management.  Below are links to resources and references to guide you through these processes:

Announcements

COVID-19 Related:

• CUNY Travel Advisory 09/17/2021 - UPDATED CUNY Travel Restrictions
• New York State Employee Travel Advisory policy dated July 1, 2020
• New York State COVID-19 Travel Advisory
• Operational Changes in Response to COVID-19
• COVID-19 Update:Travel message from Matthew Sapienza, Senior Vice Chancellor and Chief Financial Officer
• COVID-19 Related Expenditure Tracking
• Centers for Disease Control and Prevention (CDC) - Travel Health Notices

General:

• Water Cooler Rental and Bottle Delivery Services 
• JCOPE Reports of Honoraria and Travel Reimbursements
• CCNY Print Management Program_Fiscal Year 2021
• Grainger/EDGE Punchout Marketplace
• Updated Food Catering Services memorandum_03_27_2019
• University-wide Virtual Bookstore Contract with Akademos, Inc.
• Executive Orders Banning Travel to North Carolina and Mississippi.pdf
• Unsolicited Orders
• Ongoing Toner and Office Supply Scams
• Citi Commercial Cards Chip and PIN frequently asked questions (FAQs)

Vendors:

• University Office of Budget and Finance Advisory dated 06_08_2020: Fraudulent Purchase Orders
• Formal Notification to Vendors About Shipments

Procurement Roles

• Getting started in CUNYfirst
• Revised CUNYfirst Procurement User Access Request Form and Guide to Completion
• Select an Alternate User to Approve Requisitions 
• Updated Roles Matrix_Financials Supply Chain dated 02_24_2020

Requisitions to Receipts - Job Aids/Training Tools

Requisitions

• Create Requisitions - Goods and Services <pdf>  <video> 
• Amount Only Requisitions
• Shipping Charges
• Manage Requisitions <pdf> <video>
• Approve Requisitions
• Budget Check Requisitions (Manually)
• Cancel Requisitions
• CUNY General Ledger Chart of Accounts - Operating Expenses including Budget Codes and Category Codes
• CUNYfirst Procurement Icons.pdf

Job Aids

• Tax Levy Procurement Quick Reference Guide
• Tax Levy Procurement How-To Slideshows
• CUNYfirst Procurement Glossary
• CUNYfirst Procurement FAQs - Frequently Asked Questions
• Requisitions and Receipts - FAQ
• Requisition Status/Budget Status/Available Actions.pdf  - In 'Manage Requisitions' review available and recommended actions, based on requisition and budget status.
• P.O. Activity Summary.pdf - Displays action details related to the Purchase Order as it flows through CUNYfirst.

Receipts

• Create Receipt
• Maintain Receipt
• Cancel Receipt
• Inspect Receipt
• CUNYfirst Procurement Inspection form

Accounting Information

• CCNY Chartfield Structure Lookup Tool - Tax Levy
• Modify Chartfields
• CUNY General Ledger Chart of Accounts - Operating Expenses including Budget Codes and Category Codes

Reports/Queries

• Running Department Expenditure Reports
• Run Query 
• Other Useful Queries

Business Procedures

• CUNY Credit Cards (P-cards/Travel cards/NET cards)
• Processing Honoraria
• Modest Meals and Light Refreshments
• Processing Student Stipends
• Reimbursing Employee Relocation/Moving Costs Guidelines and Procedures
• CUNYfirst Travel & Expense 
• Commercial-Off-the-Shelf (COTS) Software

Forms

Accounts Payable

• NYS Office of the State Comptroller Substitute form W-9
• CUNYfirst Procurement Inspection form
• Receipt of Materials Certification form
• CUNYfirst Travel and Expense User Access Request form
• CUNY Vendor & Payee Registration form
• Travel Authorization Request - Exceed Maximum Per Diem Rates

Purchasing

• Revised CUNYfirst Procurement User Access Request form
• CUNYfirst P-card/NET card User Access Request form
• CUNYfirst Tax Levy Signature Card 2022.pdf