1. Introduction to Purchasing
The Office of Institutional and
Academic Programs
1160 Boylan Hall

2. Overview
The Office of Budget and Planning oversees the College’s complex transactional and budgetary processes.
Internal Compliance
Many internal controls for checks and balances
External Compliance
Governed by New York State and University guidelines
Four different funding types
Separate business processes and guidelines for each
Visit brooklyn.cuny.edu/budget for more information

3. Topics The Fiscal Year Funding Types Access and Permissions
Purchasing Process
eProcurement Notes
Best Practices and Tips
Q & A

4. Fiscal Year The University’s fiscal year runs from July 1 to June 30
We are in Fiscal Year 2019 (FY19)
Submission deadlines are scheduled throughout the fiscal year and are listed on our website.

5. Funding Types Tax Levy / Income Funds Reimbursable (TL / IFR)
Non-Tax Levy (NTL)
Brooklyn College Foundation (BCF)
Research Foundation (RF)

6. Funding Types: Tax Levy/IFR
College's primary operating budget
Comes from tuition and New York State allocations
Transactions must comply with New York State and University guidelines.
Must be used within the fiscal year—no “roll-overs”, with the exception of IFR.
Tax Levy Accounts include:
Temporary Services (TS)
Other Than Personnel Services (OTPS)
Supplies
Equipment
Miscellaneous/Contractual Services
Travel
Campus Support Services (CSS)
Postage
* Currently, OTPS is the only transactional budget available in CUNYfirst.

7. Funding Types: Non-Tax Levy
Consists of funds earned from sources other than tuition and state funding (e.g., film contracts, parking, etc.)
Transactions must comply with New York State and University guidelines
Non-Tax Levy Accounts include:
Member Organization
Non-Tax Operating Account
Auxiliary Enterprise Corporation
Brooklyn College Association

8. Funding Types: BCF & RF Brooklyn College Foundation (BCF)
Private fundraising arm of the College
Funds come from gifts from alumni and friends of the College, institutional grants, and investment earnings
Research Foundation (RF)
Not-for-profit educational corporation 
Manages private and government sponsored programs at CUNY

9. Purchasing Process
Purchase Requisitions are formal requests for items or services.
The procurement hierarchy is followed for all purchases (see handout).
Tax Levy
Purchase requisitions are processed in CUNYfirst
Non-Tax Levy and BCF
Paper requisitions are submitted to the Office of Purchasing (1420 Boylan Hall)
Non-Tax Levy requisitions soon to be processed in CUNYfirst

10. Access and Permissions
In order to submit a purchase requisition, your supervisor must first request access for you.
Tax Levy / IFR
Contact Lisa DeStefano
Non-Tax Levy
Contact the FBSC
Brooklyn College Foundation (BCF)
Fund Managers should contact Stewardship Programs at ext 5074
Research Foundation (RF)
Contact the Research Foundation directly or Sabrina Cerezo of the Office of Research and Sponsored Programs in Boylan Hall (ext 5622)

11. Access and Permissions: Tax Levy
You will need access to the eProcurement module of CUNYfirst.
Your supervisor will need to request access for you.
eProcurement roles include:
Requester (someone who submits requisitions)
Supervisor (the Requester’s supervisor)
Approver (someone who is authorized to approve charges to a budget)

12. Can be found at brooklyn. cuny
Can be found at brooklyn.cuny.edu/budget > Tax Levy > eProcurement > eProcurement Workflow

13. eProcurement Notes
eProcurement Notes assists end users with the tracking of requisitions as they flow through the procurement process.
Information displayed on one easy-to-read screen instead of many different screens in CUNYfirst!
End users must first have a BC WebCentral account.
eProcurement Notes can then be accessed by visiting BC WebCentral and navigating to: E-Services > Restricted Administrative Applications > eProcurement Notes.

14. eProcurement Notes

15. Best Practices and Tips
Only complete requisitions will be processed.
Proper backup (e.g., price quotes, unsigned contract documents, order forms, sole or single source justification, etc.) must be attached.
Must be approved by Supervisor, Approver and Category Approver, if applicable
Must be Budget Checked and Budget Valid
Register for the eProcurement 1 Workshop: How to Buy for more information on how to submit complete requisitions.
Submit purchase requisitions as soon as possible, while being mindful of the deadlines, to allow ample processing time.
Vendor/payee registration may take up to two weeks, assuming all documentation is properly completed and submitted by the vendor/payee.

16. Best Practices and Tips
Supplies
Proftech is the College’s preferred MWBE vendor for office supplies under New York State contract.
Before funds are credited to your Proftech account:
A complete CUNYfirst requisition must be created and submitted by the end user
A purchase order must be created, approved, dispatched and interfaced with the Statewide Financial System (SFS)
For non-contract office supplies, a CUNYfirst requisition must be submitted.
Tip: Create your department’s Proftech requisition as early as possible once the new fiscal year budgets are available.

17. Best Practices and Tips
Furniture
Contact Facilities to initiate the process (ext 5094)
Furniture requisitions must be submitted by the deadline (December 28, 2018)
Tip: Furniture orders typically take 12 weeks to fulfill after receipt of purchase order.

18. Best Practices and Tips
Computers (hardware)
Obtain a quote from Anil Lilly in ITS (ext 5861)
Computer hardware includes PCs, laptops, iPads
Printers, scanners, fax machines, software and accessories are not considered computer hardware.
All computer equipment is tagged by Property Management and given a BRO Number.

19. Best Practices and Tips
Food
Food is an exception—not a normal business practice.
Events for which food cannot be paid for using Tax Levy, IFR, or Non-Tax Levy funds include, but are not limited to:
Internal meetings and social events (office parties, birthdays, retirements, graduations, etc.)
Student or employee recognition and award events
Class meetings, senior thesis colloquiums, finals week study groups, and tutoring sessions

20. Best Practices and Tips
Honoraria
Honoraria are nominal fees that are paid for speaking engagements and performances.
An honorarium payment request form and event flyer / program must be included with the requisition.
Independent Contractor Agreements (ICAs)
ICAs are entered into for services other than speaking engagements or performances (e.g., editing and indexing, theater/stage personnel, external evaluators)
A detailed description of the services, also called a scope of work, must be included with the requisition.

21. Best Practices and Tips
Honoraria & Independent Contractor Agreements (ICAs)
Tax Levy (and Non-Tax Levy) funds cannot be used to process honorarium or Independent Contractor Agreement payments to individuals who are currently employed, or have been employed within the past two years, by CUNY, SUNY, and/or New York State.
Payees must be registered as New York State vendors in order for a Purchase Order to be issued.
Tip: Allow at least eight weeks for processing.

22. Best Practices and Tips
Contracts/Agreements
Must be reviewed by the Office of Purchasing and Contracting and CUNY’s Office of General Counsel.
If required, contracts/agreements are negotiated by the Office of Purchasing and Contracting.
Can only be signed by individuals with signature authority for the College after Approval as to Form by CUNY’s Office of General Counsel.
Tip: Plan well in advance for items involving contracts, as review can take a significant amount of time.
Tip: Check with ITS for available software solutions prior to submitting a requisition for new software.

23. Best Practices and Tips – What not to do!
Confirming Orders (after-the-fact requisitions)
Signing Contracts/Agreements
Assuming someone will fix it down the road!
Orders placed by an end user without following the standard procurement workflow are called confirming orders. Confirming orders are a violation of CUNY procurement policy.
Faculty, staff, and administrators do not have authorization to procure commodities or services, or to enter into contractual relationships with vendors, or to make any commitments on behalf of the college/university. Only individuals with signature authority may sign agreements on behalf of the college/university.

24. Contacts Regarding a specific requisition or purchase order:
eProcurement Notes (BC WebCentral)
Access / Permissions: ext 5009
Lisa DeStefano
Budget: ext 5220
Michael Lanza
Tax Levy Budget Reports
Fiscal and Business Services Center: ext 5241

25. Contacts Purchasing: ext 5133 bfss@brooklyn.cuny.edu
CUNYfirst Requisitions: ext 5116
David Gretah
Trainings: ext 1550 / 5102
Patrick O’Connor

26. Register for our other classes!
eProcurement Workshop 1: How to Buy (Requisitions)
eProcurement Workshop 2: How to Pay (Receipts)
Introduction to Travel & Expense
Travel & Expense Workshop
Brooklyn College Knowledge