CUNYfirst Non-Tax Levy eProcurement Workshop The Office of Institutional and Academic Programs 1160 Boylan Hall 718.951.5102

Topics What’s New? eProcurement Chartfields Budget Query Creating and Submitting Requisitions Purchase Requisition Approvals Track and Manage: eProcurement 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  BKL04 Non-Tax  BKL55

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 eProcurement? CUNYfirst eProcurement 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.

eProcurement Workflow

How to Buy Requester: Check the budget Obtain quote(s) Create and Submit a purchase requisition Supervisor/Approver: Review and approve requisition Office of Purchasing and Contracting: Assign purchase requisition to a Buyer Buyer works on procuring items/services Create and approve a purchase order

eProcurement Checklist Check Budget Create and Submit Requisition Approvals Track and Manage 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 eProcurement 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 > Query Viewer

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt

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

Category Crosswalk Navigate to: brooklyn.cuny.edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst OTPS Category Crosswalk

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔

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

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔ ✔

Track and Manage: eProcurement Notes Navigate to: brooklyn.cuny.edu > WebCentral > E-Services > Restricted Administrative Applications > eProcurement Notes

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage 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). 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.

eProcurement Workflow

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

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔ ✔ ✔ ✔

Contacts Regarding a specific requisition or purchase order: eProcurement Notes (BC WebCentral) 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 eProcurement Workshop 1: How to Buy (Requisitions) eProcurement Workshop 2: How to Pay (Receipts) Introduction to Travel & Expense Travel & Expense Workshop Introduction to Facilities